Remote Records Paralegal – Subpoenas & HIPAA Specialist

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

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Organization & tracking

Professional communication

Attention to detail

Investigative skills

Internet research

Education

Associate degree or paralegal certificate

Tools

Microsoft Word

Excel

Outlook

Adobe Acrobat

Document scanning

Job description

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.