DJC Law Firm, PLLC is looking for an experienced Records Retrieval Specialist to join our North Austin location. The Records Retrieval Specialist is responsible for managing the entire process of securing critical records that drive successful case outcomes. This includes submitting requests for medical records and bills to healthcare providers, diligently tracking and following up, and ensuring all records are accurately received, organized, and uploaded into the firm’s case management system. This role requires persistence, attention to detail, and the ability to navigate complex medical record systems while maintaining compliance with HIPAA and firm protocols.

By relieving attorneys and case teams of the administrative burden of record requests, the Records Retrieval Specialist enables the legal team to focus on delivering results for clients.

Key Responsibilities

Medical Records & Billing Retrieval

• Submit requests for medical records, billing statements, imaging, and related documentation.
• Monitor request status and proactively follows up to secure timely responses.
• Verify completeness and accuracy of all records received.

Compliance & Accuracy

• Ensure all requests comply with HIPAA standards and firm procedures.
• Maintain precise logs of requests, follow-ups, costs, and receipt dates.
• Escalate discrepancies such as missing records, incomplete files, or errors.

Case Management Support

• Upload records into the case management system.
• Notify attorneys, paralegal managers, and litigation teams when key records are received.
• Assist in preparing record indexes, summaries, and billing cost reports.

Communication & Coordination

• Serve as the primary contact with healthcare providers and vendors in records related issues.
• Build strong relationships with providers to improve turnaround times.
• Collaborate with legal teams to prioritize urgent record requests for depositions, negotiations, and court deadlines.

Accounts Payable

• Handles accounts payable duties for medical record requests.
• Processes and verifies invoices from healthcare providers, ensures accurate and timely payments, and reconciles record‑related expenses.
• Communicates with medical facilities, vendors, and internal case teams to resolve billing issues and maintain organized financial documentation.
• Supports compliance with HIPAA and contributes to efficient case workflows.

Skills & Qualifications

• Prior experience in records retrieval, legal support, or medical billing preferred.
• Strong knowledge of HIPAA and handling confidential records.
• Excellent organizational and time management skills with ability to manage high volume requests.
• Proficiency in case management systems (Filevine, Arctrieval, etc.) and Microsoft Office Suite.
• Strong communication skills—persistent, professional, and client-service oriented.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.

Key Competencies

• Time & Cost Efficiency – Demonstrates persistence and organization to save attorney time.
• Expertise & Accuracy – Navigates provider systems effectively and ensures flawless documentation.
• Faster Turnaround – Builds relationships that accelerate records delivery and support litigation needs.

Work Environment & Expectations

• Fast-paced, team-oriented environment with high client contact.
• Flexibility to manage shifting priorities and deadlines.
• Commitment to client service, attention to detail, and teamwork.

Compensation & Benefits

• Competitive salary, commensurate with experience.
• Paid time off and holidays.
• Opportunities for training, professional growth, and advancement.
• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Physical Requirements

• Prolonged periods of sitting and working at a computer
• Ability to lift up to 15 pounds

DJC LAW, PLLC is an equal opportunity employer and encourages all qualified candidates to apply.

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Austin, TX 78757: Relocate before starting work (Required)

Work Location: In person