Records Clerk & Case Manager Assistant (Full-Time Contractor)

HireHawk connects skilled professionals across Latin America with remote opportunities at U.S. and Canadian companies. We believe great talent is everywhere—and access to meaningful work should not depend on where you live. For this opening, you’ll support a U.S. personal injury law firm that needs dependable help with both records retrieval and case progression.

This dual-function position brings together Records Clerk responsibilities and daily administrative support for assigned Case Managers. You’ll help keep pre-litigation cases moving by securing missing records, maintaining accurate case information, and supporting demand readiness. This is not a records-only role: you’ll also track treatment updates, communicate with clients, and take ownership of follow-ups across multiple active files. The full-time schedule is 8:30 a.m. to 5:00 p.m. PST.

Responsibilities

• Build complete case files by requesting and obtaining medical records, medical bills, police reports, photographs, insurance documentation, and other supporting records.
• Keep outstanding requests moving through consistent follow-up with hospitals, medical providers, imaging centers, employers, and government agencies.
• Maintain organized, easy-to-navigate files by uploading and accurately labeling case documents in Litify.
• Help assigned Case Managers stay on top of case progression through timely updates, administrative support, and clear communication about outstanding items.
• Keep client, treatment, provider, and insurance information accurate and current throughout the pre-litigation process.
• Support demand preparation by identifying documentation gaps and following through until required records and bills are complete.
• Help clients understand what is needed through professional, compassionate communication about treatment, appointments, authorizations, and missing documentation.
• Ensure incoming correspondence, faxes, and electronic documents are processed promptly and routed to the appropriate case files and team members.
• Maintain tracking logs and reports that make pending requests, follow-up activity, and approaching deadlines visible.

Requirements

Must-Have:

• Previous experience in a U.S. personal injury law firm, including hands-on retrieval of medical records and medical bills.
• Ability to perform both Records Clerk and Case Manager Assistant responsibilities, with an understanding of treatment tracking, records collection, and pre-litigation demand preparation.
• Strong written and spoken English, with the ability to communicate professionally with clients, medical providers, and insurance representatives.
• Excellent organization and attention to detail, with consistent follow-through on multiple cases, requests, and deadlines independently.
• Proficiency in Microsoft Word, Excel, and Outlook, plus experience with Litify or a comparable legal case management platform.
• Full-time availability from 8:30 a.m. to 5:00 p.m. PST, with reliable internet, suitable computer equipment, and a dedicated remote workspace.
• Ability to protect client confidentiality, take accountability for assigned work, and meet productivity standards.

Nice to Have:

• Direct experience using Litify to organize documents, update case information, and track outstanding requests.
• Experience requesting HIPAA authorizations and maintaining medical treatment updates.
• Experience coordinating with multiple medical providers and managing high-volume personal injury case files.