Key Facts

Remote From:

Full time

English

Hard Skills

PDF Management Software Medical Record Management Load Balancing Data Entry Legal Document Management Escalation Procedures Utilization Management Chartio Community Advocacy

Other Skills

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Verbal Communication Skills
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Detail Oriented
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Proactivity
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Problem Solving

Roles & Responsibilities

Prior hands-on experience requesting health records from providers on behalf of law firms.
Exceptional attention to detail; accuracy is critical and even small mistakes can cause delays of several months.
Proficiency with Adobe Acrobat and other PDF editing/combining tools.
Strong verbal and written communication skills with a proactive problem-solving mindset.

Requirements:

Identify all relevant healthcare providers involved in a client's treatment beyond the main facility; research and input identified providers into the admin application, using tools like Chartswap and direct provider outreach.
Review incoming ROIs, correct incomplete or inaccurate submissions, prepare accurate base forms, and conduct comprehensive quality assurance checks to ensure all required details (cover letters, affidavits, and other documentation) are included.
Assign requests to appropriate records team members based on workload balance and utilization metrics.
Identify and escalate special provider requirements to the assigned Client Success Manager and resolve missing, unclear, or conflicting information by liaising with the law firm's case manager.

Job description

Legal Intake Specialist (Remote)

Schedule: Full-Time | Monday - Friday, 9:00 AM - 5:00 PM EST

Apply here: https://operationsarmy.com/application

Position Overview

The Legal Intake Specialist plays a pivotal role as the first step in the healthcare medical records retrieval process. This position ensures that every request is accurate, complete, and optimized for downstream success. The precision and quality of the intake process directly influence the speed and accuracy of medical record retrieval for law firm clients.

Key Responsibilities

1. Provider Research & Identification

Identify all relevant healthcare providers involved in a clients treatment, beyond the main facility listed by the law firm.
Research and locate billing providers and related entities using tools such as Chartswap, historical request data, and direct provider outreach.
Accurately input all identified providers into the admin application.

2. Request Creation & Quality Control

Review incoming ROIs (Release of Information forms), correcting incomplete or inaccurate submissions (noting that ~90% require adjustments).
Prepare accurate base forms before generating submission packets.
Conduct comprehensive quality assurance checks on each ROI packet, verifying inclusion of all required details such as cover letters, affidavits, and other documentation.

3. Request Assignment

Assign requests to the appropriate records team members based on workload balance and utilization metrics.

4. Handling Special Cases

Identify and escalate special provider requirements (e.g., unique forms or protocols) to the assigned Client Success Manager (CSM).
Resolve missing, unclear, or conflicting information by liaising with the law firms case manager.

Requirements

Experience: Prior hands-on experience requesting health records from providers on behalf of law firms.
Attention to Detail: Exceptional accuracy; even small mistakes can cause delays of several months.
Technical Skills: Proficiency with Adobe Acrobat and other PDF editing/combining tools.
Communication: Strong verbal and written communication skills, with a proactive problem-solving mindset.