Medical Records Coordinator

About the role

The Medical Records Coordinator plays a vital support role in the pre-litigation department of George Salinas Injury Lawyers, a growing plaintiff-side personal injury law firm in San Antonio, Texas. This position is responsible for the efficient requesting, tracking, receiving, reviewing, organizing, and inputting of medical records and billing information essential to building strong personal injury cases.

Working closely with Damages Coordinators and Attorneys, the Medical Records Coordinator ensures all client medical documentation is complete, accurate, HIPAA-compliant, and properly entered into Litify (the firm's CRM/case management platform) to support treatment coordination, damages valuation, demand preparation, and seamless case progression.

The role requires strong attention to detail, familiarity with medical terminology and trauma-related conditions common in personal injury cases, proficiency in legal software, and the ability to manage high-volume requests in a fast-paced, client-focused environment. Bilingual (English/Spanish) capabilities are highly preferred to facilitate communications with providers and clients.

What you'll do

Review new case details and Litify entries to identify medical providers, determine required records/bills, and prioritize collection needs based on client injuries, treatment history, and case stage. Requesting & Tracking Records: Prepare and send HIPAA-compliant requests for medical records, billing statements, radiographs/imaging, and related documents from hospitals, clinics, physicians, chiropractors, and other providers; utilize online portals, fax, mail, and phone follow-ups to ensure timely receipt.

Follow-Up & Provider Management: Proactively track pending requests, follow up on outstanding records/bills (via phone, email, or portal), resolve delays or issues with providers, and maintain an organized provider log per case in Litify. HIPAA & Authorization Compliance: Verify that signed HIPAA authorizations and affidavits are on file for each provider; obtain or update authorizations as needed; ensure all requests and handling of protected health information strictly adhere to HIPAA regulations.

Records Review & Verification: Thoroughly review incoming medical records and bills for completeness, accuracy, and relevance; verify affidavits for billing records; identify and flag missing documents, inconsistencies, or potential gaps in treatment documentation. Data Entry & Damages Input: Accurately enter and organize medical data into Litify, including treatment summaries, diagnoses, procedures, client-reported conditions/symptoms, provider details, dates of service, and billed amounts; input damages information (e.

g., medical expenses, lost wages documentation if applicable) into appropriate fields, chronologies, or summaries. Collaboration & Communication: Maintain routine communication with Damages Coordinators regarding records status, client treatment updates, and any provider insights; escalate complex issues or incomplete records to supervisors; provide records support for demand preparation and attorney reviews.

Organization & Quality Control: Scan, upload, index, and categorize all records/bills in Litify or document management systems; create or update medical chronologies/summaries as needed; ensure data is entered into correct custom fields for easy retrieval and reporting. Additional Support Duties: Assist with related administrative tasks such as drafting correspondence to providers, responding to internal records requests, and contributing to process improvements for faster records turnaround.

Qualifications

High school diploma or equivalent. College degree preferred. Minimum 1 year of Personal Injury experience. George Salinas Injury Lawyers is a premier personal injury law firm headquartered in San Antonio, Texas, serving clients across South Texas and beyond. Founded by trial attorney George Salinas, we specialize in advocating for individuals injured in accidents, ensuring their voices are heard and lives restored.

With over 110 years of combined team experience, we've recovered hundreds of millions of dollars for clients through relentless, compassionate representation. We hold insurance companies and corporations accountable, offering full-service support from consultation to resolution—with no out-of-pocket expenses or legal fees.

Operating 24/7, we provide free consultations and direct attorney access, blending strength, knowledge, and empathy to make complex legal processes supportive and accessible.