Medical Records Specialist

Our Story TopDog Law is not your typical law firm. We're 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 believe that world-class marketing, paired with exceptional legal talent and operations, creates better experiences and outcomes for clients and the business alike. Over the past three years, we've grown 2–3x year over year, setting a new standard on the marketing side of the personal injury space and proving what's possible when strategy, speed, and execution align. Now we're applying that same discipline and innovation to firm operations, case management, and national scale — intentionally building the infrastructure, systems, and teams to grow without sacrificing quality, culture, or accountability. We are a fully remote team that share trust, open communication, and a commitment to doing great work. If you love ownership, thrive in a fast-moving environment, and want to help build something exceptional, you'll feel right at home here. The Opportunity 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 and client profile updates, verifying documentation accuracy and timeliness, 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. What You Will Own 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. What You Bring Required: 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 workmans 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 (Nice to Have): 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. Who Thrives Here (Core Values) We don't hire on resumes alone. We hire for competence, character, and mindset. 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. What We Offer Base Salary: [Min} and [Max], commensurate with experience Eligible for performance-based bonus Our job postings reflect the compensation range for the specific market and location of each role. Ranges vary by geography based on local market rates and cost of labor. Benefits include: Medical, dental, and vision insurance, 401(k) with company match, HSA, life insurance, disability coverage, paid time off, and parental leave. Equal Opportunity Employer We are an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, national origin, religion, sex, disability, sexual orientation, gender identification, or being a qualified disabled veteran or qualified veteran of the Vietnam era or any other category protected by Federal or State law.