Records Paralegal (Remote) | Mexico

HireHawk Inc.; United States; Remote; USD 19,000 - 20,000; Full time

Job summary

HireHawk Inc. seeks a Records Coordination specialist to work remotely with a U.S. law firm, organizing and moving active matters forward. You will manage subpoenas, ensure timely records retrieval, and maintain meticulous case files while protecting PHI under HIPAA.

You will also track deadlines, coordinate with custodians and process servers, and support discovery, depositions, and trial preparation with high attention to data accuracy.

Qualifications

• Strong organizational and tracking skills; ability to manage multiple outstanding requests and deadlines.
• Experience with legal records retrieval, litigation support, or similar paralegal function.
• Proficiency with MS Word, Excel, Outlook, Adobe Acrobat and document naming, indexing and filing procedures.

Responsibilities

• Prepare and finalize state and federal subpoenas for records.
• Own the records-request pipeline from initial request through receipt and follow-up.
• Calendar deadlines and maintain request logs for attorneys and paralegals.

Skills

Organizational skills

Tracking skills

Professional English communication

Phone follow-up

Education

Associate degree or paralegal certificate

High school diploma or GED

Tools

Microsoft Word

Excel

Outlook

Adobe Acrobat

Job description

• Employment Type:Full-Time Contractor
• Workplace:Remote
• Compensation:USD $1,700 - $1,800 / month
• Schedule:Monday-Friday schedule, 8:30 AM-5:30 PM Eastern Time

About Us

HireHawk connects skilled professionals with U.S. and Canadian companies across legal, operations, finance, technology, and other industries. We focus on creating strong long-term matches between professionals and the teams they support, with clear expectations and an ownership-focused culture.

About the Role

For this opportunity, you will work directly with a law firm and play an important role in keeping active matters organized and moving forward.

Responsibilities

• Prepare and finalize state and federal court subpoenas requesting medical and other case-related records.
• Own the records-request pipeline from initial request through receipt, ensuring outstanding items are followed up on consistently and obtained as quickly as possible.
• Calendar records deadlines and maintain accurate request, receipt, and status information so attorneys and paralegals can easily see where each request stands.
• Coordinate with process servers to secure proper service, including researching alternative provider names, addresses, and contact information when necessary.
• Work directly with providers and records custodians through frequent telephone and written follow-up to resolve delayed, incomplete, or outstanding requests.
• Review incoming records for completeness, certification, clarity, and accuracy before saving and indexing them according to firm protocols.
• Obtain properly executed records-custodian certificates and maintain organized digital and physical case files for efficient retrieval.
• Process records-related invoices and coordinate timely payment when payment is required before records can be released.
• Keep case management systems, request logs, and internal dashboards current with real-time information on outstanding and completed requests.
• Retrieve and prepare records for attorney and paralegal use during case review, discovery, depositions, discovery responses, and trial preparation while protecting PHI and complying with HIPAA and firm confidentiality requirements.

Must-Have:

• High school diploma or GED plus at least a 2-year associate degree or paralegal certificate.
• At least 2 years of records-handling experience in a personal injury law firm, medical office, insurance company, healthcare setting, or closely related environment.
• Experience with legal records retrieval, litigation support, or a similar paralegal function, including preparing or finalizing state and federal court subpoenas.
• Working knowledge of records-request procedures, HIPAA, PHI handling, confidentiality requirements, and coordination with records custodians and process servers.
• Strong organizational and tracking skills, with the ability to independently manage multiple outstanding requests, deadlines, follow-ups, and case records without repeated reminders.
• Proficiency with Microsoft Word, Excel, Outlook, Adobe Acrobat, document scanning, and established document naming, indexing, and filing procedures.
• Strong professional English communication, internet research, and investigative skills, including comfort making a high volume of follow-up telephone calls.
• Direct experience supporting a U.S. personal injury law firm.
• Experience preparing records for discovery, depositions, case review, and trial. (nice to have)
• Experience maintaining legal case management systems, records dashboards, and detailed request logs.
• Previous long-term experience in a records-focused legal or healthcare position.