Litigation Records Retrieval Specialist

The Ward Law Group, voted best places to work for the past two years is where your work really matters! Where serving the community and genuinely driving results have made us a leader in personal injury. We offer an innovated and fast paced ever evolving environment that allows you to earn as you grow. We empower our employees to make the best decision to impact our clients through collaborative team efforts. We are a nontraditional, highly accountable, yet vibrant group of professionals. Get ready to experience a comfortable atmosphere as our onboarding process allows for a soft place to land.”

Our core values are service to our clients, service to our teammates, and service to the community. Along with faith, accountability, leadership, and loyalty.

Position Overview:

• Responsible for obtaining, organizing, and maintaining all records related to litigation cases, including medical records, billing statements, MRI films, tax documents, and prior medical history.
• Ensures timely and accurate retrieval of documentation from providers and third parties to support attorneys and paralegals throughout the litigation process.

Job Description & Responsibilities – including but not limited to:

• Request medical records and billing statements from medical providers via email, fax, mail, or online portals.
• Follow up consistently with medical offices, imaging centers, and insurance adjusters to ensure timely receipt of requested documentation, in alignment with litigation deadlines.
• Request and track additional records such as prior medical history, PIP logs, health insurance liens, and any other case-relevant documents.
• Contact clients directly to confirm provider information, request missing details, and gain access to patient portals to expedite record retrieval.
• Open and manage patient portals to access and download medical records and bills when applicable.
• Ensure timely payment of records-related invoices and properly document all associated costs in the case management system.
• Maintain up-to-date logs and statuses for all outstanding requests to ensure no delays in the litigation timeline.
• Review all records and bills received for completeness, accuracy, and relevance to the case; request corrections or amendments if discrepancies are found.
• Upload all received records and documents to the case management, properly naming and linking them for easy reference.
• Assist litigation attorneys and paralegals by ensuring all necessary records are obtained and organized to support demands, discovery, depositions, and trial preparation.

Qualifications:

• Must be fluent in English and Spanish.
• Must consistently be on time and reliable.
• Must work well in a team environment.
• Must have excellent written and verbal communication skills, including the ability to successfully communicate with other employees.
• Must have sharp attention to detail to ensure accuracy in data entry, document organization, and record tracking.
• Must have proficiency in using computers and relevant software.
• Must be able to prioritize tasks effectively.
• Must possess strong multitasking and time-management skills.
• Must have strong phone contact handling skills and active listening abilities.
• Must have a passion for delivering exceptional customer service.
• Must be able to adapt to a fast-paced and changing work environment.

• Candidate must have the following work at home settings minimum to work:
  • Computer:
    • Windows: Windows 10, Intel i5 (8th Gen+) or 2ghz and 8 cores, 16 GB RAM, 256 GB SSD
    • Mac: macOS 11 (Big Sur+), Apple M1 or Intel i5, 8 GB RAM, 256 GB SSD
    • Display: Full HD (1920x1080)
  • Network:
    • Connection: Wired Ethernet preferred; 5 GHz Wi-Fi acceptable
    • Internet Speed: 30 Mbps download, 15 Mbps upload
    • Latency: Under 100 m.
  • Other:
    • Noise-canceling headset Preferably with a 3.5mm connection.
    • 720p webcam for meetings, huddles and trainings.