Paralegal - Records Retrieval Support (LatAm)

Location: LatAm (Remote)

Who We Are

Brolly Labs dba CatalyzeX is a business process outsourcing specialist that combines process expertise with top offshore talent, delivering the best value outcomes for its clients.

What We're Looking For

We're looking for a Paralegal with a Case Manager background to support our law firm clients with medical records retrieval. You've managed cases before, so you understand how medical records drive a case forward, what complete really looks like, and why every missing page matters.

To be clear about the role: this position is focused on medical records retrieval. Most of your day will be spent requesting, chasing, and organizing records, not handling full case management. We're looking for case managers because you bring the judgment, ownership, and follow-through this work needs.

You're bold, assertive, and relentless in getting results. You know how to push through delays and deal with unresponsive facilities confidently. If you're organized, comfortable on the phone, and detail-oriented, we want to hear from you.

Who You Are

• Minimum of 2 years of experience as a Case Manager, ideally in personal injury or another legal setting.
• Hands-on experience requesting and following up on medical records as part of your case work.
• Proven ability to handle pushback from facilities and keep following up until documents are received.
• Strong communication skills: assertive, confident, and effective on the phone.
• Excellent organizational and administrative abilities. You can juggle multiple requests, prioritize follow-ups, and stay detail-oriented.
• Familiarity with ROI (Release of Information) portals such as ChartSwap, MRO, Sharecare, CIOX, or similar.
• Proficient in case management tools, spreadsheets, document tracking systems, and general productivity software.
• Solid understanding of HIPAA compliance and best practices for handling PHI (Protected Health Information).

What You'll Do

In this role, you will:

• Prepare and submit records requests on behalf of law firms, making sure the required documentation is included and complete.
• Send faxes or upload documents to facilities, or submit through ROI portals, depending on each facility's process.
• Call medical facilities and hospitals to follow up on requests, clarify missing information, and handle delays persistently.
• Push back when needed, ask the right questions, and escalate unresponsive or difficult cases to keep them moving.
• Track and update all request statuses in internal systems, with thorough and accurate documentation.
• Keep law firm clients informed by providing updates, acknowledging new requests, and responding to inquiries quickly and professionally.
• Review and organize received records to make sure they're complete, correct, and ready for legal teams.
• Maintain confidentiality and security of all information, strictly following HIPAA and internal privacy policies.

Technical Requirements

Internet connection: High-speed internet required, with a minimum of 20 Mbps or a fiber connection

Computer / laptop: Employees must use a genuine, supported business laptop with built-in hardware security and full-disk encryption enabled. Unsupported, modified, bypass-installed, rooted, or jailbroken operating systems are not permitted.

• Windows: Windows 11 (preferably Windows 11 Pro), 2021 model or newer, with TPM 2.0 enabled and BitLocker / Windows Device Encryption turned on
• Mac: Apple MacBook / Mac, 2020 model or newer, preferably Apple Silicon M1 or newer, running a supported macOS version with FileVault enabled
• Not permitted: Chromebooks (ChromeOS), tablets, and mobile devices are not supported and cannot be used for this role

RAM: Minimum 8 GB (16 GB preferred)
Noise-canceling headset
Power and internet backup required

Rates and Expectations

• Work Setup: Remote
• Location: LatAm
• Full-Time Role
• Rate: $5.50 USD/hour
• Timezone: Eastern or Pacific

Dedication

• We need someone dedicated to working for this client only. If you have other full-time commitments that may conflict with business hours, please do not apply.
• Subcontracting work to other virtual assistants is not allowed because of HIPAA compliance requirements.

If you're ready to take on this opportunity, please submit your application through our Careers Page. Only applications submitted through the career page form will be considered. Thank you.