GKBK Law is seeking a meticulous and proactive Paralegal – Records Specialist to join our team. This role is dedicated to ensuring that all medical, billing, and third-party records are properly ordered, received, reviewed, and organized for ongoing cases. The Records Specialist will work closely with attorneys and paralegals to support litigation, ensuring no gaps exist in documentation. This position is ideal for someone with excellent organizational skills, persistence in follow-up, and a strong eye for detail.

Key Responsibilities

Records Management & Organization

• Order, track, and manage receipt of medical, billing, and provider records.
• Ensure affidavits of records are accurate, complete, and properly executed.
• Maintain comprehensive and organized case files (physical and electronic) for efficient retrieval.
• Manage subpoenaed records and DWQs, ensuring timely return and integration into case files.
• Monitor retention schedules and ensure compliance with firm and regulatory policies.

Records Review & Quality Control

• Carefully review received records to confirm completeness, accuracy, and consistency.
• Identify and resolve gaps by following up with medical providers, billing departments, or other third parties.
• Ensure records are properly certified and affidavits are correct before submission or use in litigation.
• Assist in preparing summaries of medical and billing records for attorney review.

Collaboration & Case Support

• Work directly with attorneys and paralegals to ensure all necessary records are in hand before critical deadlines (discovery, depositions, hearings, or trial).
• Coordinate with litigation teams to prepare exhibits, discovery responses, and trial binders that include medical and third-party records.
• Support subpoena management by preparing, tracking, and organizing responsive documents.

Compliance & Confidentiality

• Handle all records in compliance with HIPAA, state, and federal privacy requirements.
• Ensure secure storage and confidentiality of sensitive medical, billing, and legal documents.
• Follow firm protocols for chain-of-custody on subpoenaed and provider records.

• Experience: 2–4 years as a paralegal, with direct experience in medical and billing record management, subpoenas, or discovery support.
• Skills:
  • Strong knowledge of medical and billing record handling, DWQs, and subpoena processes.
  • Strong problem-solving mindset with persistence in ensuring all records are received and verified.
  • Exceptional organizational and follow-up skills; ability to track multiple record requests simultaneously.
  • Proficiency in Microsoft Office Suite and PDF management tools.
  • Excellent communication skills for liaising with providers, attorneys, and staff.
  • Ability to maintain strict confidentiality of sensitive information.
  • Prior experience in personal injury or insurance defense litigation preferred.

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Compensation & Benefits

• Competitive salary commensurate with experience.
• Comprehensive benefits package (health, dental, vision, retirement plan).
• Opportunities for continuing education and professional development.
• A collaborative environment where attention to detail and thoroughness are highly valued.

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