Job Description

Job Description

Job Description

POSITION SUMMARY :

The WC Intake Specialist/Medical Records Clerk position encompasses a range of responsibilities that include administrative support, medical records management, and client intake operations. This role involves the retrieval and organization of medical records, management of case files and associated legal documentation, facilitation of client communications, processing of intake inquiries, and supporting the firm in the effective administration of workers' compensation claims. The position necessitates independent judgment to prioritize and organize a diverse workload.

KEY RESPONSIBILITIES:

Administrative Support Functions-If applicable

• Assist Mr. Romano with calls and tasks as assigned.
• Manage case files, including organizing legal documents, correspondence, and medical records.
• Prepare and proofread legal documents and standard correspondence.
• Submit legal documents through electronic court filing systems.
• Answering and routing incoming calls to the appropriate departments.
• Filter client calls by identifying urgent matters and following the call escalation process
• Responsible for returning calls, retrieving voicemail, and completing assigned call-backs by the manager.
• Completing assignments and tasks provided by the manager as needed.

Medical Records Clerk Functions

• Contact healthcare providers and third-party vendors to request and obtain medical records, ensuring timely retrieval for workers' compensation cases.
• Organize, file, and index medical records electronically for efficient case management.
• Review medical records to extract relevant details such as diagnoses, treatment plans, and medical limitations.
• Enter key medical information, including provider information, diagnosis, and treatment dates, into the firm’s case management system.
• Furnish healthcare providers with the client's case information when requested.

Intake Specialist Functions

• Serve as the initial point of contact for potential clients, gathering essential information regarding work-related injuries.
• Guide clients through the intake process and ensure all necessary information is accurately recorded.
• Accurately input and manage client information within the firm’s database.
• Verify that all forms are accurately completed and contain correct information.
• Correspond with the NYSWCB to ensure timely processing of retainers and case assembly.
• Maintain consistent communication with clients, providing updates on case progress and addressing inquiries

REQUIRED SKILLS & QUALIFICATIONS:

• A High School Diploma is required.
• One year of previous experience in a similar role is required.
• An associate degree is preferred.
• Bilingual/Spanish speaking is preferred.
• Medical & Legal Knowledge: Basic understanding of medical terminology, NYS workers' compensation laws, and legal procedures.
• Data Entry & Organization: Strong attention to detail with the ability to manage large volumes of information efficiently.
• Communication & Customer Service : Excellent verbal and written communication skills to interact with colleagues, clients, healthcare providers, and insurance companies professionally.
• Time Management & Multitasking: Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Technical Proficiency: Experience with Microsoft Office Suite (Word, Excel, Outlook) required. Experience with Smart Advocate case management software is a plus.
• Confidentiality & Compliance: Familiarity with HIPAA regulations and ethical handling of sensitive client information.

PHYSICAL DEMANDS & WORK ENVIRONMENT :

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Physical Demands : While performing the duties of this job the employee is frequently required to sit, stand, walk, talk, hear, bend, stoop, and have finger, hand, and arm dexterity.

Work Environment : This job operates in a professional office/remote environment and routinely uses standard office equipment. We are a paperless work environment utilizing Vonage or similar VOIP phone systems, Microsoft Office Suite package, Adobe Acrobat software suite, DocuBee signature software, and Smart Advocate Legal case management software.

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