Medical Records Collection Specialist

NeoWork is seeking a Medical Records Specialist to support our legal operations team in the collection and organization of documentation for motor vehicle injury case files. In this role, you'll be a critical part of the case preparation process, managing high-volume requests for medical records, bills, police reports, and insurance information from external providers and agencies. Your work ensures that complete and accurate case files are prepared and ready for litigation workflows.

This is a fast-paced, process-driven position that requires strong organizational skills, meticulous attention to detail, and the persistence to follow up with external parties across multiple time zones and bureaucratic systems. You'll work independently within established workflows while maintaining communication with internal team members who depend on your documentation to move cases forward.

Key Responsibilities

• Request and retrieve medical records, bills, reports, and supporting documentation from hospitals, clinics, insurance carriers, police departments, and other external sources via email, phone, and case management systems
• Track outstanding requests across multiple parties simultaneously, maintaining detailed logs of what has been requested, from whom, and expected delivery dates
• Follow up persistently with external parties to ensure timely completion of requests, escalating delays and managing obstacles without losing items in the process
• Log, route, and maintain all documentation in case management systems with high accuracy, ensuring proper filing, naming conventions, and metadata entry
• Meet quality standards and case file deadlines in a high-volume environment, often managing 15+ open requests at any given time
• Communicate status updates to internal team members regarding case file completion and any outstanding items or blockers
• Identify and flag incomplete or missing documentation early to prevent delays in downstream litigation workflows

• Strong written and verbal English communication skills, with ability to correspond professionally with external parties
• Meticulous attention to detail when handling confidential medical and legal documentation
• Proven ability to manage multiple open requests simultaneously without losing items or missing deadlines
• Comfort working in process-driven, high-volume settings with clear workflows and quality benchmarks
• Persistence and strong follow-up discipline when coordinating with external parties, especially in situations requiring repeated contact
• Ability to work independently while maintaining clear communication with team members about progress and blockers
• Proficiency with email, spreadsheets, and web-based systems; comfortable learning new software quickly

Preferred Qualifications

• Prior experience in legal support, medical records management, insurance claims processing, or back-office administration
• Familiarity with case management systems such as FileVine, SmartAdvocate, or similar platforms
• Experience managing document requests or records retrieval in regulated healthcare or legal environments
• Track record of managing high-volume workflows with accuracy metrics above 95%

• We provide comprehensive training for all candidates, regardless of their background or previous experience as a VA.
• The work hours generally align with standard business hours in the US, with some potential flexibility depending on the client's needs.
• This is a 100% home-based position
• We prioritize the mental health of our team members and offer mental health days to support their well-being.
• In addition to the base salary, performance-based incentives are provided.
• There is an annual review and appraisal process in place.
• There are ample opportunities for professional growth and advancement within the company.