Medical Malpractice Records Technician

Freeman Mathis & Gary, LLP; Orlando (FL); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Competitive compensation

Growth opportunities

Speaking and Writing Opportunities

Comprehensive benefits package: health

Bar expenses paid by the firm

HSA and FSA plans available

Generous PTO policy

401K with employer contribution

Life insurance and LTD

Employee Assistance Program

Year-end bonuses and referral programs

Job summary

Freeman Mathis & Gary, LLP in Orlando seeks an experienced Medical Malpractice Records Technician to organize, maintain, and prepare medical records for case teams throughout the litigation lifecycle. You will manage electronic and paper records, ensure accuracy, and support trial preparation with meticulous document handling.

The role requires 2+ years of litigation secretarial experience, knowledge of iManage and Outlook (a plus), and a keen eye for detail.

Qualifications

• 2+ years litigation secretarial experience.
• Knowledge of iManage and Outlook is a plus.
• Must successfully pass a background and drug screen.
• 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.

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.

Skills

Litigation secretarial experience

Organizational skills

Attention to detail

Communication

Tools

iManage

Outlook

Job description

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.

The following set of success factors describe the characteristics of those who are successful in our Firm:

• Organized, Timely, Confidential, Responsive (within 24 hours)

Duties and 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.

Education, Experience & Skills:

• Positive attitude and ability to effectively communicate with attorneys, staff, and clients.
• 2+ years litigation secretarial experience.
• Knowledge of iManage and Outlook is a plus.
• Must successfully pass a background and drug screen.
• 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.

What We Offer You

• Competitive compensation
• Opportunity for growth and advancement within the firm
• Speaking and Writing Opportunities
• Comprehensive benefits package, including medical, dental, and vision
• Bar expenses paid by the firm
• HSA and FSA plans available for employees and dependents
• Generous PTO policy
• 401K plan including a 3% Employer Safe Harbor contribution
• Firm paid life insurance and long-term disability
• Employee Assistance Program
• Year-end bonuses and referral fee programs

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.