Records Paralegal (Remote) | Nicaragua

HireHawk Inc.; United States; A distancia; USD 19.000 - 20.000; Jornada completa

Descripción de la vacante

HireHawk Inc. seeks a Records Specialist to support a U.S. law firm, organizing active matters and keeping records moving efficiently. You will manage subpoenas, track deadlines, and coordinate with custodians and servers.

Ideal candidates have 2+ years in legal records handling, strong organizational skills, and proficiency with Word/Excel/Outlook/Adobe. Experience in personal injury or healthcare settings is a plus, with strict confidentiality and HIPAA compliance.

Formación

• 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 or a paralegal function, including subpoenas preparation/finalization.
• Working knowledge of records-request procedures, HIPAA, PHI handling, confidentiality, and coordination with custodians/process servers.
• Strong organizational and tracking skills, with the ability to manage multiple outstanding requests and deadlines independently.
• Proficiency with Microsoft Word, Excel, Outlook, Adobe Acrobat, scanning, naming, indexing, and filing procedures.
• Strong professional English communication, internet research, and investigative skills, including high-volume follow-up 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, dashboards, and request logs.

Responsabilidades

• Prepare and finalize state and federal court subpoenas for records.
• Own the records-request pipeline from initial request through receipt and follow-ups.
• Calendar records deadlines and maintain request, receipt, and status information for attorneys and paralegals.
• Coordinate with process servers to secure service and verify contact information.
• Work with providers and custodians via calls and written follow-ups to resolve delays.
• Review incoming records for completeness, certification, and accuracy.
• Obtain executed records-custodian certificates and organize case files.
• Process records-related invoices and coordinate timely payments when needed.
• Keep case management systems and dashboards current with real-time status.
• Retrieve records for attorney use during review, discovery, depositions, and trial with HIPAA compliance.

Conocimientos

Organization & tracking

Professional communication

Attention to detail

Investigative skills

Internet research

Educación

Associate degree or paralegal certificate

Herramientas

Microsoft Word

Excel

Outlook

Adobe Acrobat

Document scanning

Descripción del empleo

• 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.