Records Paralegal

Cloudstaff; Bogotá; On-site; COP 28,000,000 - 42,000,000; Full time

Benefits offered by this job

Health Insurance (EPS)

Pension Coverage

Severance Pay (Cesantías)

Family Compensation Fund (CCF)

Occupational Risk Insurance (ARL)

Premium Health Insurance (Prepagada)

Life Insurance

Flexible Work Setup — Hybrid/On-site/远

Job summary

Cloudstaff is seeking a Records Paralegal in Colombia to support attorneys and paralegals with retrieval and management of records. This in-office role requires meticulous attention to detail, confidentiality, and strong communication with providers.

The position emphasizes organizing, tracking, and safeguarding PHI, with a focus on deadlines and accurate case management. Spanish proficiency is a plus, with a collaborative, growth-oriented team environment.

Qualifications

• High school diploma or GED and at least a 2-year associate degree or paralegal certificate.
• At least 2 years of experience handling records in a law firm, medical office, insurance company, or healthcare setting.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office, Adobe Acrobat, and document scanning.
• Excellent internet research and investigative skills.
• Ability to manage multiple tasks, prioritize, and meet deadlines in a busy environment.
• Professional communication skills for working with providers and internal team members.
• Discretion and integrity when handling sensitive and confidential information.

Responsibilities

• Finalize subpoenas and request records.
• Calendar deadlines to assist the legal team.
• Coordinate with process servers for service and retrieval of provider info.
• Track requests in the case management system and follow up on missing records.
• Process invoices for records and coordinate timely payment.
• Review incoming records for completeness and file per firm conventions.
• Maintain logs of request dates, receipt dates, and record status.
• Organize digital and physical records for easy retrieval.
• Draft correspondence to providers requesting records.
• Protect PHI and follow HIPAA and confidentiality rules.

Skills

Attention to detail

Strong organizational skills

Professional communication

Discretion and integrity

Spanish proficiency preferred

Education

High school diploma or GED

Two-year associate degree or paralegal certificate

Tools

Microsoft Office (Word, Excel, Outlook)

Adobe Acrobat

Document scanning

Job description

We’re Hiring: Records Paralegal

Looking for a role that fosters collaboration, creativity and career growth in a vibrant office environment? We got you covered!

We are currently on the lookout for a Records Paralegal to join our team at Cloudstaff, the #1 workplace everywhere! Think you qualify for the role?

Role: Records Paralegal

Work Arrangement: Work from Office

Location: Colombia

Schedule: Morning Shift

Job description:

We are seeking a highly motivated, involved professional to provide support with retrieval and management of records. The position supports our attorneys and paralegals by requesting, receiving, organizing, and managing records for active cases. Requires strong attention to detail, comfort with confidential health information and HIPPA requirements, and the ability to follow up persistently with providers. Must be able to multi-task and work efficiently in a quickly changing work environment. This is an in-office position. Helpful to have experience in the medical and/or legal field or in a related area and general knowledge regarding HIPAA regulations. Position works under immediate supervision. Spanish proficiency preferred.

Key Responsibilities

• Finalize preparation of state and federal court subpoenas requesting records.
• Calendar deadlines to assist legal team in properly handling requests for records.
• Work with process servers to secure proper process service, including follow up and retrieval of alternative provider names and addresses.
• Track all requests in the case management system and proactively follow up to obtain missing or delayed records in a timely manner.
• Process invoices for records and coordinate prompt payment to release records.
• Review incoming records for completeness and save into case management system according to firm naming conventions.
• Obtain properly executed certificates from records custodians and save into case management system.
• Maintain accurate logs of request dates, receipt dates, and record status.
• Organize and file both digital and physical records according to firm protocols for easy retrieval.
• Retain internal case dashboards up-to-date with real-time status of all requests.
• Perform quality checks to ensure scanned documents are clear, complete, and correctly indexed.
• Retrieve and prepare specific records for attorneys or paralegals when needed for case review, depositions, discovery responses, or trial preparation.
• Draft correspondence to providers requesting records.
• Protect all protected health information (PHI) and follow HIPAA and firm confidentiality rules at all times.
• Perform other records-related administrative tasks as assigned.

Qualifications and requirements:

• High school diploma or GED, and at least a 2-year associate degree or paralegal certificate.
• At least 2 year of experience handling records in a law firm, medical office, insurance company, or healthcare setting.
• Strong organizational skills and attention to detail.
• Proficient in the use of Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, and document scanning.
• Excellent internet research and investigative skills
• Ability to manage multiple tasks, prioritize, and meet deadlines in a busy environment.
• Professional communication skills for working with providers and internal team members.
• Discretion and integrity when handling sensitive and confidential information.

Perks & Benefits:

Comprehensive Legal Benefits (Colombia)

As part of your contract, we ensure all legally mandated benefits are covered—because your well-being is our priority! Here's what you can count on:

• Health Insurance (EPS)
• Pension Coverage
• Severance Pay (Cesantías)
• Family Compensation Fund (CCF)
• Occupational Risk Insurance (ARL)

Exclusive Perks That Go Beyond

We believe in giving more than just the basics. With us, you’ll enjoy:

• Premium Health Insurance (Prepagada)
• Life Insurance, starting from your 16th day with us.
• Flexible Work Setup options—Hybrid, On-site, or Remote. (This can change according to the role you are applying to)
• Access to the CloudStaff Dream Points Program.
• Exciting Growth Opportunities to fuel your career aspirations

Cloudstaff : Build Your Career, Anywhere

Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

Why Cloudstaff is the #1 Workplace?

• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.