We're looking for a detail-driven Medical Records Clerk to join a busy California orthopedic practice with a high volume of workers' compensation patients. Orthopedic care sits at the center of the Worker's Compensation system — fracture care, post-surgical follow-up, imaging, and ongoing treatment authorization all generate a steady, high-stakes stream of records requests, subpoenas, and imaging orders.
This isn't a generic records-filing role. You'll be the connective tissue between insurance companies, patients, attorneys, and third parties, making sure every records request — whether it's a routine imaging report or an attorney-issued subpoena tied to a litigated claim — is handled accurately, on time, and in full compliance with California requirements. If you take pride in precision and know your way around a subpoena, we want to hear from you.
What You'll Do
Coordinate medical records requests end-to-end with insurance companies, patients, and third parties acting on behalf of insurers — including records tied to fracture care, surgical procedures, and ongoing orthopedic treatment
Handle subpoenas for medical records tied to workers' compensation cases with confidence and accuracy, including litigated claims requiring attorney-directed record production
Manage imaging-related records requests — orthopedic care generates a high volume of x-ray, MRI, and other imaging documentation, and you'll ensure these are located, packaged, and sent correctly for each request type
Upload and submit records requests through practice systems, tracking each request to completion
Proofread records requests for private insurance and patient submissions before they go out (note: workers' comp requests follow a more direct, streamlined path given their standardized nature)
Support treatment-authorization-adjacent recordkeeping — pulling the correct chart notes, PR-2/progress reports, and imaging to accompany documentation tied to ongoing WC treatment
Enter charges into the case file for medical records requests and process payment from the requesting party
Manage imaging/x-ray billing, charging the appropriate party for requested imaging — a frequent workflow given the practice's orthopedic focus
Maintain organized, audit-ready records across both WC and non-WC case types
Experience working with California orthopedic or musculoskeletal practices — you understand how records requests move differently for workers' comp cases versus private insurance or patient requests, and you're comfortable with the imaging-heavy nature of orthopedic charts
Comfort and confidence handling subpoenas for medical records, including those tied to litigated workers' comp claims
Familiarity with imaging documentation (x-rays, MRIs) and the billing workflows that go with them
Sharp attention to detail — especially around proofreading and charge entry accuracy
Ability to juggle multiple requests, deadlines, and stakeholders without dropping the ball
Bilingual (English/Spanish) skills are a plus, but not required
Reliable internet connection and a quiet, professional remote work setup