Medical Records Coordinator

Job Description

Records Manager | Robert Half

The Tone:
This is an entry-level, permanent, and onsite role at a boutique personal injury law firm located in Newport Beach, California, facilitated by Robert Half. Robert Half is the world’s first and largest specialized talent solutions firm, connecting highly qualified job seekers to opportunities at great companies. This position is crucial for the law firm’s litigation team, directly supporting active casework by ensuring all essential medical records are meticulously secured, organized, and maintained. The role is well suited for someone early in their career who brings strong office coordination skills, sound judgment with confidential information, and a highly organized approach to document management.

The TL;DR
• Role: Full Time
• Type: Permanent
• Location: In-person, Newport Beach, CA
• Team: Works closely with an entry-level paralegal, senior paralegal, and attorney as part of a collaborative team structure on active matters.
• Mission: Secure, organize, and maintain medical records essential to active casework for a litigation team.
• Tech Stack: Case management and Microsoft Office tools

What You’ll Actually Do
• Obtain Records: Obtain medical and related case records from hospitals, physician offices, and other third-party sources to support litigation matters.
• Coordinate Documentation: Partner with attorneys, paralegals, clients, and healthcare providers to follow up on outstanding documentation and keep record requests moving on schedule.
• Review and Escalate: Review incoming files for completeness, identify missing treatment periods or documents, and escalate gaps so they can be resolved promptly.
• Manage Digital Files: Organize digital case materials in the firm’s system by applying consistent indexing, file naming, and document storage practices, maintaining exhibits so they are easy for the legal team to locate and use throughout the life of each case.
• Prepare Case Materials: Prepare basic summaries, treatment timelines, or billing overviews when requested to assist the litigation team’s case preparation.

The Must-Haves
• Background: Entry-level professional who brings strong office coordination skills, sound judgment with confidential information, and a highly organized approach to document management.
• Experience: Prior office experience is required.
• Skills: Strong organizational skills with the ability to manage high volumes of records and maintain accurate digital files; strong communication skills for interacting with clients, medical providers, and internal legal staff; comfort working with confidential medical documentation and handling sensitive information responsibly; ability to learn legal and office software quickly.
• Bonus: Experience in a law firm or legal support setting is helpful; familiarity with records management, electronic medical records, or similar document-heavy administrative work is preferred.