Legal Administrative Assistant - Medical Records

Gust Rosenfeld PLC•Phoenix, AZ

3h•Onsite

About The Position

This role requires a detail-driven administrative assistant specializing in managing medical records to support litigation and case preparation within a law firm environment. The role supports daily operations of paralegals, legal nurse consultants, and attorneys by managing and following up on medical records, processing documentation requests, updating electronic records systems, and ensuring accuracy and confidentiality of all data. Must be adept at preparing case files, tracking deadlines, supporting the team with high volume workloads, and ensuring every record is complete, timely, and ready for legal review.

Requirements

High-School Diploma or equivalent.
2 or more years of experience working in a medical records or legal environment.
Strong attention to detail and understanding of medical record workflows.
Excellent organizational skills.
Communicate professionally and distinctly with external contacts and co-workers.
Multitask and manage time effectively with the ability to prioritize.
Must be organized, proactive and deadline-driven, work independently and as a team member.
Proficient use of Microsoft Outlook, Word, and Excel functions.
Ability to navigate and manage documents within the firm’s document management system (such as iManage).

Nice To Haves

Familiarity with legal terminology such as authorizations, subpoenas, disclosures, exhibits, experts, and trial preparation

Responsibilities

Prepare correspondence including expert retention documents.
Maintain expert files in firm software (iManage) to include all initial documents as well as signed documents once received.
Calendar follow-up to ensure return of retention documents.
Calendar follow-up to ensure delivery and uploading of medical records for experts
Send experts medical records and images via secure link (iShare)
Notify Legal Assistant if retainer is required by expert for processing and follow-up to ensure that it was sent.
Set up all expert file folders in iManage.
Maintain expert logs and file with information sent to experts.
Maintain information regarding experts in iManage on pertinent information (PERT INFO) sheet
Download all image files received from medical facilities to iManage case file.
Create and update an index of all images received for medical case.
When indicated print, index and tab paper records sent to experts.
Work with Legal Assistants to set up expert conference calls.
Other duties as assigned.