Records Coordinator (Hybrid)

FOLEY, BARON, METZGER & JUIP, PLLC; Livonia (MI); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Foley, Baron, Metzger & Juip PLLC, a litigation-focused firm in the Livonia, Michigan area, seeks a Records Coordinator to support paralegals by managing the records request process, vendor communications, and invoice review.

The role is full-time and hybrid, based in Livonia with remote flexibility, requiring strong organization, HIPAA familiarity, and proficiency with MS Office and document management systems. You’ll ensure deadlines, confidentiality, and accurate filing.

Qualifications

• Experience coordinating records requests in a law firm or similar setting.
• Familiarity with HIPAA confidentiality requirements and provider portals.
• Ability to manage multiple paralegals and high-volume requests carefully.

Responsibilities

• Support paralegals with records retrieval and related tasks.
• Prepare and submit accurate medical records requests.
• Coordinate with records-retrieval vendors.
• Track outstanding requests and deadlines.
• Review invoices for accuracy and compliance.
• Maintain confidential records per firm procedures.
• Notify paralegals of issues requiring attention.
• Assist with additional records-related responsibilities.

Skills

Records coordination

Paralegal support

Vendor coordination

HIPAA compliance

Microsoft Office

Document management systems

Education

High school diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Document management systems

Job description

Foley, Baron, Metzger & Juip PLLC is a litigation-focused law firm based in the Livonia, Michigan area, serving clients locally, regionally, and nationally. The firm handles complex matters involving medical malpractice. The firm maintains a culture of teamwork, collegiality, community service, and professional growth for people of all backgrounds.

Role Description

Foley, Baron, Metzger & Juip PLLC is a litigation-focused law firm based in the Livonia, Michigan area, serving clients locally, regionally, and nationally. The firm handles complex matters involving medical malpractice. The firm maintains a culture of teamwork, collegiality, community service, and professional growth for people of all backgrounds.

Role Description

The Records Coordinator is a full-time, hybrid position based in Livonia, Michigan, with the opportunity to work remotely part of the time.

This position supports a team of paralegals by coordinating the complete records request process. Following established paralegal and firm procedures, the Records Coordinator prepares and submits requests to providers, records-retrieval companies, and other third-party vendors.

The coordinator monitors all outstanding requests, communicates with providers and vendors, and follows up consistently to obtain records within required case deadlines. Once records are received, the coordinator downloads, organizes, and saves them accurately in the appropriate document management system and promptly notifies the assigned paralegal.

The position also reviews invoices from records providers and retrieval companies, confirms that charges correspond with the records and services received, addresses discrepancies, approves appropriate invoices, and submits them to the accounting department for processing and payment.

Key Responsibilities

• Support paralegals with records retrieval and related administrative tasks.
• Prepare and submit accurate requests for medical records, billing records, imaging, and other case-related documentation.
• Follow established paralegal instructions, client requirements, and firm procedures for each request.
• Coordinate with records-retrieval vendors.
• Track outstanding requests, response dates, deadlines, authorizations, payments, and follow-up activity.
• Communicate regularly with records custodians and vendors to resolve delays, incomplete responses, authorization issues, and other request-related concerns.
• Receive and download records and related materials.
• Confirm that received materials are complete and correspond with the request.
• Name, organize, and save records in the appropriate electronic document management system according to firm protocols.
• Promptly notify assigned paralegal when an issue requires their attention.
• Maintain accurate notes and status information so that paralegals can readily determine the progress of each request.
• Review invoices from records-retrieval companies for accuracy and compliance with the requested services.
• Investigate and resolve duplicate, incorrect, unsupported, or excessive charges.
• Approve appropriate invoices and forward them to accounting for processing and payment.
• Maintain confidentiality and protect sensitive medical, personal, and case information.
• Assist with other records-related and litigation-support responsibilities as assigned.

Qualifications

• Previous experience coordinating records requests, preferably within a law firm, insurance company, health care organization, records-retrieval company, or litigation-support environment.
• Experience supporting medical malpractice, personal injury, health care, or other litigation matters is preferred.
• Familiarity with medical-records authorizations, HIPAA-related confidentiality requirements, provider portals, and records-retrieval procedures.
• Strong organizational and follow-up skills, with the ability to manage a high volume of requests for multiple paralegals and cases.
• Excellent attention to detail, particularly when reviewing records, provider information, invoices, and document-management entries.
• Ability to maintain accurate tracking systems and consistently meet deadlines.
• Strong written and verbal communication skills and the ability to communicate professionally with medical providers, vendors, attorneys, paralegals, and accounting personnel.
• Sound judgment and problem-solving skills when addressing delayed requests, missing records, incorrect invoices, or vendor discrepancies.
• Proficiency with Microsoft Outlook, Word, and Excel, as well as document management and records-tracking systems.
• Ability to work independently while collaborating effectively with paralegals, attorneys, accounting staff, and other members of the firm.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• High school diploma or equivalent required.

Work Arrangement

This is a full-time, hybrid position based in Livonia, Michigan. The successful candidate must be able to work effectively both in the office and remotely, maintain dependable communication, and manage records and invoices according to firm procedures and deadlines.

• Foley, Baron, Metzger & Juip, PLLC is an equal opportunity employer and values a diverse and inclusive workplace. Employment decisions are based on qualifications, merit, and the needs of the firm.