Legal Administrative Assistant - Medical Records at Gust Rosenfeld PLC – Phoenix, Arizona

Summary:

This role requires a detail-driven administrative assistant specializing in managing medical records to support litigation and case preparation within a law firm environment. The role supports daily operations of paralegals, legal nurse consultants, and attorneys by managing and following up on medical records, processing documentation requests, updating electronic records systems, and ensuring accuracy and confidentiality of all data. Must be adept at preparing case files, tracking deadlines, supporting the team with high volume workloads, and ensuring every record is complete, timely, and ready for legal review. Familiarity with legal terminology such as authorizations, subpoenas, disclosures, exhibits, experts, and trial preparation a plus but not required.

Essential Duties and Responsibilities:

The following duties are not intended to serve as a comprehensive list of all duties performed, only general illustrations of the primary types of work that may be performed. Job descriptions are subject to change as the needs of the firm and requirements of the job change. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of the position.

• Prepare correspondence including expert retention documents.
• Maintain expert files in firm software (iManage) to include all initial documents as well as signed documents once received.
• Calendar follow-up to ensure return of retention documents.
• Calendar follow-up to ensure delivery and uploading of medical records for experts
• Send experts medical records and images via secure link (iShare)
• Notify Legal Assistant if retainer is required by expert for processing and follow-up to ensure that it was sent.
• Set up all expert file folders in iManage.
• Maintain expert logs and file with information sent to experts.
• Maintain information regarding experts in iManage on pertinent information (PERT INFO) sheet
• Download all image files received from medical facilities to iManage case file.
• Create and update an index of all images received for medical case.
• When indicated print, index and tab paper records sent to experts.
• Work with Legal Assistants to set up expert conference calls.
• Other duties as assigned.

Skills and Minimum Qualifications:

• High-School Diploma or equivalent.
• 2 or more years of experience working in a medical records or legal environment.
• Strong attention to detail and understanding of medical record workflows.
• Excellent organizational skills.
• Communicate professionally and distinctly with external contacts and co-workers.
• Multitask and manage time effectively with the ability to prioritize.
• Must be organized, proactive and deadline-driven, work independently and as a team member.
• Proficient use of Microsoft Outlook, Word, and Excel functions.
• Ability to navigate and manage documents within the firm’s document management system (such as iManage).

Working Conditions:

The worker is not substantially exposed to adverse environmental conditions (typical office or administrative work).

This is an in-person position (NOT remote).

Physical Requirements:

• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.
• Repetitive Motion: Making substantial movement (motions) of the wrist, hands, and/or fingers.