Records Analyst (Legal Background)

Gerber Ciano Kelly Brady LLP•Buffalo, NY

1d•$40,000 - $55,000

About The Position

Gerber Ciano Kelly Brady LLP is seeking a Records Analyst with 2+ years of experience to join our Record Retrieval Department. The Records Analyst will support attorneys and litigation teams by reviewing, analyzing, and organizing medical and authorization-based records, ensuring accurate, compliant, and accessible documentation throughout all stages of case preparation, litigation, and settlement. The ideal candidate will bring a strong analytical background with a working knowledge of medical terminology and records structure, along with clear and confident communication skills. This individual will be comfortable engaging in frequent telephone communication with providers, vendors, and internal stakeholders, and will demonstrate sound judgment when reviewing authorizations for HIPAA compliance and client-specific requirements. A detail-oriented, proactive mindset, the ability to manage large volumes of sensitive information, and comfort working independently while collaborating across teams will be essential to success in this role. At Gerber Ciano Kelly Brady, we cultivate a working environment that fosters professional growth and work-life balance. We are committed to reducing costs and minimizing our environmental footprint through virtual integration and innovative approaches to legal practice. Our team is composed of diverse individuals from a wide range of socio-economic, cultural, geographic, and educational backgrounds, enabling us to bring varied perspectives to our clients’ needs.

Requirements

2+ years of experience analyzing medical records and processing authorizations, preferably within a legal, healthcare, insurance, or litigation support environment.
Strong understanding of medical terminology, procedures, medical record organization, and HIPAA-compliant authorization requirements.
High level of comfort with telephone communication and professional interaction with providers, vendors, and legal teams.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams; experience with document management and case management systems preferred.
Exceptional attention to detail, organizational skills, and analytical abilities.
Strong written and verbal communication skills, with the ability to manage sensitive information discreetly and professionally.
Ability to manage high-volume workloads, prioritize effectively, and meet deadlines in a fast-paced environment.

Nice To Haves

HIPAA certification preferred.
Associate’s or Bachelor’s degree in Health Information Management, Paralegal Studies, Nursing, or a related field preferred; equivalent relevant experience will be considered.
General familiarity with New York State litigation practices, including basic pleadings and discovery document production, preferred.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams; experience with document management and case management systems preferred.

Responsibilities

Provide comprehensive review, analysis, and organization of medical records and other records obtained with authorizations to support litigation and case strategy.
Review, assess, and process authorizations to ensure HIPAA compliance and adherence to client-specific guidelines prior to record requests and production.
Analyze medical records for accuracy, relevance, and completeness, identifying gaps, inconsistencies, or missing documentation.
Chronologically organize medical documents and prepare clear, concise medical summaries and chronologies for attorneys and legal teams.
Maintain accurate databases of medical records, authorizations, and associated case materials, ensuring proper indexing, tracking, and retrieval of documents for active and prospective matters.
Communicate regularly by telephone and email with medical providers, record vendors, clients, and internal legal teams to obtain records, resolve issues, and track outstanding requests.
Collaborate with attorneys, paralegals, and medical experts to clarify medical findings, treatment timelines, and record interpretation.
Assist in preparing exhibits and supporting documentation for depositions, mediations, and trial presentations.
Support basic pleadings review and discovery document production in New York State matters, as needed, to ensure completeness and organization of case files.
Ensure compliance with HIPAA regulations and firm confidentiality policies, safeguarding Protected Health Information (PHI) across all record-handling processes.
Recommend and support improvements to record handling, storage, and retrieval workflows to enhance efficiency and accuracy.
Assist with training team members on record analysis procedures and best practices as needed.
Support department initiatives, adhere to internal workflows, and assist with related administrative tasks as required.