Medical Records Subpoena Coordinator

Job Description

The Medical Records & Subpoena Specialist is responsible for preparing and submitting medical records requests, drafting and tracking subpoenas, and preparing HIPAA-compliant authorizations/releases.

You will work closely with claims professionals, attorneys, and providers’ medical records departments to ensure timely, accurate, and compliant production of records.

• Prepare, submit, and track medical records requests to hospitals, clinics, and other healthcare providers.
• Draft subpoenas for medical records using firm templates and jurisdiction-specific requirements.
• Draft and edit HIPAA-compliant authorizations and release forms for medical records.
• Maintain detailed logs of all outgoing requests, subpoenas, and authorizations, including dates, responses, and follow-ups.
• Communicate with medical records departments, copy services, and law firms to resolve questions or deficiencies.
• Monitor deadlines and statutes, escalating issues when responses are delayed or incomplete.
• Follow standardized workflows and contribute to process improvements and template updates.
• Protect confidential and protected health information (PHI) in compliance with HIPAA and applicable state laws.

• Strong attention to detail and ability to manage a high volume of requests with varying deadlines.
• Excellent written communication skills (clear, concise, and professional).
• Comfortable working with electronic records, databases, and document management systems.
• Proven ability to handle confidential information with discretion.

• Experience handling medical records requests, subpoenas, or authorizations in a legal, insurance, or healthcare setting.
• Basic understanding of HIPAA privacy rules and release of information requirements.
• Experience working with medical malpractice, bodily injury, or other liability claims.
• Prior work in a law firm, TPA, or insurance carrier environment.

• Detail-oriented
  :
  Catches small errors in names, dates of birth, date ranges, and provider information.
• Organized
  :
  Manages multiple open requests, follow-ups, and deadlines without losing track.
• Process-driven
  :
  Follows checklists and standard procedures, suggests improvements when appropriate.
• Professional communication
  :
  Interfaces comfortably with providers, law firms, and claims personnel by email and phone.
• Tech-savvy
  :
  Learns new systems quickly and works efficiently in a digital environment (PDF tools, spreadsheets, practice management or claim systems).

• Small, specialized team with direct access to decision-makers.
• Mix of independent, focused work and collaborative problem-solving.
• Primarily electronic workflow (minimal paper).
• Flexible scheduling within normal business hours.

• Competitive hourly rate or salary commensurate with experience.
• Paid time off and holidays.
• Health, Dental and Vision Insurance
• 401K