Stop Setter phone clerk

Knox Services; Santa Ana (CA); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life/AD&D

FSA

PTO

Paid holidays

401K

Job summary

Knox Attorney Service seeks an entry-level Stop Setter Representative to join a high-performance team. This phone-based role schedules appointments to copy or obtain records and coordinates subpoenas, ensuring timely availability of records and accurate documentation.

You will contact medical facilities and custodians, confirm required records, and maintain HIPAA confidentiality while meeting daily appointment goals. Training and growth opportunities are provided within a supportive environment.

Qualifications

• High school diploma or equivalent.
• 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.
• Ability to work independently while functioning as part of a team.

Responsibilities

• Contact medical providers and custodians to schedule appointments.
• Confirm that records will be available for copying or pick-up and WHEN.
• Obtain a completed Declaration with all subpoenaed records.
• Document appointment details 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.
• Communicate professionally 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.

Skills

Telephone communication

Organizational skills

Time management

Multitasking

Attention to detail

Teamwork

Independence

Education

High school diploma

Tools

Microsoft Office/Outlook

Job description

Company Description

Knox Attorney Service has been in business for more than 40 years as a provider of litigation support, reprographics and document management services, as well as statewide courier/messenger service. We provide a wide array of services including service of process; court services; on-call courier/messenger service; skip trace and investigations; record retrieval; subpoena preparation; e-data discovery and database hosting; copy center & reprographics; digital imaging; x-ray/blueprints/video/CD duplication; and facilities management services.

Company Description

Knox Attorney Service has been in business for more than 40 years as a provider of litigation support, reprographics and document management services, as well as statewide courier/messenger service. We provide a wide array of services including service of process; court services; on-call courier/messenger service; skip trace and investigations; record retrieval; subpoena preparation; e-data discovery and database hosting; copy center & reprographics; digital imaging; x-ray/blueprints/video/CD duplication; and facilities management services. The outstanding service we provide starts with our people. We make an extra effort to train and develop our staff of document professionals on the art of customer service. The tenure and professionalism of our staff is unparalleled in the document and legal services industry. We spend much effort training our people to develop our “home grown” leaders of the future. We believe investing our time and money to ensure that our people are knowledgeable and understand importance of our customers’ businesses.

Job Description

Job Description: Stop Setter Representative

Position Summary

Stop Setter Representative is an entry level position that works in a 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.