Medical Records Specialist
TopDog Law is a nationally scaling personal injury firm built for impact and growth—owning the client experience end-to-end, from marketing and intake through litigation. We combine world-class marketing with exceptional legal talent and operations to create better experiences and outcomes for clients and the business. Over the past three years, we've grown 2–3x year over year, setting a new standard in the personal injury space. Now we're applying that same discipline and innovation to firm operations, case management, and national scale. We are a fully remote team that values trust, open communication, and a commitment to doing great work.
About the Role
The Medical Records Specialist is responsible for requesting, managing, organizing, and ensuring appropriate follow-up for accurate and timely patient medical records and bills while ensuring compliance with HIPAA, third parties, and all applicable federal and state privacy regulations. This role supports client care operations by processing medical record requests, maintaining system accuracy, verifying documentation, and coordinating with healthcare providers, insurance companies, and internal teams. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, deadline-driven environment.
Responsibilities
- Process, retrieve, review, and load pertinent and appropriately shared medical record and bill information for clients in electronic and physical formats.
- Receive and fulfill medical record requests from patients, attorneys, insurance companies, healthcare providers, and authorized third parties.
- Ensure all records are complete, accurate, and compliant with HIPAA and organizational policies.
- Upload, index, and organize medical documentation within the company's case management system.
- Verify patient information and obtain appropriate authorizations prior to releasing records.
- Monitor outstanding medical record requests and proactively follow up with healthcare providers to minimize delays.
- Identify missing documentation and coordinate with providers to obtain complete records.
- Maintain detailed tracking of requests, receipts, and processing timelines.
- Collaborate with legal, case management, and operations teams to ensure records are available to support active cases.
- Review medical records for completeness and escalate discrepancies or concerns when necessary.
- Maintain confidentiality while handling sensitive medical information.
- Assist with audits and quality assurance initiatives to ensure data integrity.
- Support process improvement initiatives that increase efficiency and reduce turnaround times.
Requirements
- High school diploma or equivalent.
- 2+ years of experience in medical records/medical bills, health information management, healthcare administration, or a related field, or in personal injury or workers' comp managing medical records or bills.
- Working knowledge of HIPAA regulations and medical records privacy requirements.
- Experience with digital systems and ease of navigation with multiple platforms.
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Ability to prioritize multiple requests while meeting deadlines.
- Proficiency in Microsoft Office, particularly Excel and Outlook.
Preferred Qualifications
- Associate's degree in Health Information Management, Healthcare Administration, or related field.
- Experience supporting personal injury, legal, or insurance organizations.
- Familiarity with case management software such as Filevine, Litify, or similar platforms.
- RHIT, RHIA, or other Health Information Management certification is a plus.
Core Values
- Embrace Change: Open to feedback, embracing change, and always asking "what's next?"
- Committed: You care deeply, have your teammates' backs, and show up to build something lasting.
- No-Ego Energy: Positive, professional, and solutions-oriented. Drama stays at the door.
- Ownership: You do what you say, follow through, and treat the business like it's yours.
- Fast & Hungry: You move with urgency, thrive under high expectations, and are motivated by growth and impact.
Pay
Base salary range varies by market and location, with eligibility for a performance-based bonus.
Benefits
- Medical, dental, and vision insurance
- 401(k) with company match
- HSA (Health Savings Account)
- Life insurance
- Disability coverage
- Paid time off
- Parental leave