Medical Malpractice Records Technician

Freeman Mathis and Gary, LLP•Maitland, FL

3d•Onsite

About The Position

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys servicing clients in 40 offices and 22 states seeking an experienced Medical Malpractice Records Technician in our Orlando Office. As a Medical Malpractice Records Technician, you will provide administrative and litigation support to medical malpractice case teams by organizing, maintaining, and preparing medical records and case-related documents throughout the litigation lifecycle. This role is responsible for supporting document management, records processing, trial and hearing preparation, and file maintenance activities to ensure materials are accurate, organized, and readily accessible. In this capacity, you will play a critical role in supporting case team efficiency by managing high-volume records and documentation with exceptional attention to detail, organization, confidentiality, and responsiveness. The successful candidate demonstrates a positive, team-oriented approach, takes ownership of assigned responsibilities, and contributes to the Firm's commitment to providing outstanding client service through timely, accurate, and reliable support.

Requirements

Positive attitude and ability to effectively communicate with attorneys, staff, and clients.
2+ years litigation secretarial experience.
Excellent organizational skills with strong attention to detail.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Adaptable to changing priorities and work demands.
Exhibits a positive attitude, professionalism, and confidence.

Nice To Haves

Knowledge of iManage and Outlook is a plus.

Responsibilities

Organize, maintain, and manage paper and electronic medical records, ensuring records are complete, accurate, and readily accessible to case teams.
Prepare medical records and supporting documentation for paralegal review, analysis, discovery, depositions, mediations, hearings, and trial.
Perform OCR processing, electronic bookmarking, indexing, and organization of medical and litigation-related documents.
Upload, organize, and maintain radiology films, diagnostic imaging, and other case-related materials in firm-approved systems.
Scan, copy, download, save, and electronically file documents in accordance with firm procedures and records management standards.
Maintain electronic file organization within iManage and other firm-approved document management systems.
Apply Bates numbering, perform document redactions, and assist with document production preparation and quality control review.
Create, update, and maintain document indexes, logs, and tracking tools to support effective case management.
Prepare exhibit binders, hearing notebooks, trial notebooks, and supporting case materials for attorneys and paralegals.
Assemble exhibits, exhibit labels, demonstrative evidence, and supporting documentation for hearings, depositions, mediations, arbitrations, and trial.
Track certified mail receipts, subpoena responses, records requests, and related case documentation, ensuring timely filing and follow-up.
Coordinate document downloads, file transfers, and organization of materials received from clients, vendors, healthcare providers, and opposing counsel.
Assist with invoice processing, vendor communications, and records retrieval follow-up activities.
Maintain organized physical and electronic filing systems in compliance with firm policies and confidentiality requirements.
Support attorneys and paralegals with large-volume document management, records organization, and case preparation projects.
Monitor assigned tasks and deadlines to ensure timely completion of records-related and administrative support activities.
Communicate effectively with attorneys, paralegals, staff, vendors, healthcare providers, and clients regarding records requests, document processing, and case support needs.
Safeguard confidential medical, client, and Firm information while maintaining the highest standards of professionalism and discretion.
Identify opportunities to improve records management processes, document organization, and workflow efficiency.
Support case team initiatives, special projects, trial preparation efforts, and department objectives as assigned.
Maintain working knowledge of Firm technology, document management systems, and records processing best practices.
Execute special assignments and additional duties as assigned.