Stop Setter phone clerk

Knox Attorney Services; Santa Ana (CA); On-site; USD 22,000 - 31,000; Full time

Benefits offered by this job

Health insurance

Dental

Vision

Life/AD&D

FSA

PTO

Paid holidays

401K

Job summary

Knox Attorney Services is seeking a Stop Setter Representative to join a fast-paced office environment. This entry-level role focuses on scheduling appointments with medical facilities and other custodians to copy or pick up records, while ensuring subpoenaed materials are obtained timely.

You will coordinate dates, verify record availability, and document details in the company system, maintaining professional, HIPAA-compliant communications and meeting daily targets.

Qualifications

• High school diploma or equivalent.
• Experience in customer service, call center, scheduling, medical office, or legal support preferred.
• Strong telephone communication skills.
• Excellent organizational and time management abilities.
• Ability to multitask and prioritize work effectively.
• Strong attention to detail.
• Basic computer skills and ability to learn company software.

Responsibilities

• Contact medical facilities, hospitals, imaging centers, employers, billing facilities and other custodians to schedule appointments.
• Confirm that all requested records will be available for copying or pick-up and WHEN, including medical, billing, radiology, electronic records.
• Obtain a completed Declaration with all subpoenaed records and confirm correct date range.
• Document appointment dates, times, contacts, and special instructions in the company system.
• Identify missing information or issues that may delay copying records and notify the CSR immediately.
• Communicate professionally and courteously with medical offices and custodians.
• Maintain HIPAA confidentiality and meet daily call/appointment-setting goals.
• Perform other related duties as assigned by management.

Skills

Telephone skills

Time management

Multitasking

Attention to detail

Teamwork

Education

High school diploma

Tools

Microsoft Office/Outlook

Job description

Job Description: Stop Setter Representative

Position Summary

Stop Setter Representative is an entry level position that works in an high-performance team environment and is responsible for contacting medical facilities, businesses, and other record custodians to schedule appointments to copy or pick-up records or obtain status on outstanding subpoenas. This position is primarily phone-based and focuses on coordinating appointments, confirming record availability, and ensuring all subpoenaed records are obtained timely.

Essential Duties and Responsibilities

• Contact medical providers, hospitals, imaging centers, employers, billing facilities and other custodians to schedule appointments.
• Confirm that all requested records will be available for copying or pick-up and WHEN, including:
• Medical records
• Billing records
• Radiology films/X-rays / Diagnostic images
• Electronic records
• Obtain a completed Declaration with all subpoenaed records
• Confirm that they are providing us with the correct date range.
• Document appointment dates, times, contact names, and special instructions accurately in the company system and on the order/traveler.
• Identify missing information or issues that may delay copying records and notify the CSR immediately of the issue.
• Communicate professionally and courteously with medical offices and custodians.
• Follow company procedures and HIPAA confidentiality requirements.
• Maintain productivity and meet daily call and appointment-setting goals.
• Perform other related duties as assigned by management.

Working Conditions

• Primarily office-based position.
• Frequent telephone communication throughout the workday.
• Prolonged periods of sitting and computer use.

Performance Expectations

Success in this position is measured by:

• Number of appointments scheduled.
• Timely completion of assigned work.
• Professional interactions with custodians and coworkers.
• Consistent attendance, reliability, and adherence to company procedures.

Qualifications

• High school diploma or equivalent.
• Previous customer service, call center, scheduling, medical office, or legal support experience preferred.
• Strong telephone communication skills.
• Excellent organizational and time management abilities.
• Ability to multitask and prioritize work effectively.
• Strong attention to detail.
• Basic computer skills, including Microsoft Office/Outlook and the ability to learn company software.
• Ability to work independently while functioning as part of a team.

Knowledge, Skills, and Abilities

• Professional and courteous phone etiquette.
• Strong listening and communication skills.
• Problem-solving skills and attention to detail.
• Ability to work efficiently in a fast-paced environment.

Dependable with excellent attendance and punctuality a MUST

Additional Information

• Benefits: including health, dental, vision, Life/AD&D, FSA, PTO, paid holidays and 401K.

All your information will be kept confidential according to EEO guidelines.

Compensation: $19-$19