Assistant Case Manager

Assistant Case Manager

Job Type: Full-Time

Work Hours: 8:00 AM - 5:00 PM Pacific time schedule, with a 1-hour unpaid lunch break

Job Overview:

We are seeking two skilled and detail-oriented Assistant Case Managers to support the Case Management team with medical records management, case documentation, provider communication, and administrative follow-through. In this role, they will be responsible for requesting, tracking, following up on, retrieving, organizing, and uploading medical records from healthcare providers while ensuring timely receipt and accurate documentation for legal, insurance, and clinical purposes.

The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple concurrent medical record requests while maintaining accurate case files and providing reliable support to the Case Management team.

Key Responsibilities:

• Request, track, follow up on, and retrieve medical records from healthcare providers, ensuring timely receipt for legal, insurance, and clinical purposes
• Digitize, organize, and upload medical records into clients case files while ensuring accuracy, legibility, completeness, and proper documentation
• Monitor multiple concurrent medical record requests and maintain detailed tracking logs to ensure requests are followed through to completion
• Generate weekly progress reports for the Case Manager, highlighting outstanding requests, completed records, pending follow-ups, and any issues requiring attention
• Communicate professionally with healthcare providers, clients, and internal team members regarding medical record requests and case documentation
• Maintain organized and up-to-date case files in Filevine and other case management systems
• Ensure medical records and case documentation are properly organized, accurately entered, and readily accessible within the appropriate case files
• Follow up consistently with healthcare providers and other relevant parties to ensure outstanding medical record requests are completed in a timely manner
• Maintain accurate tracking and documentation of the status of multiple medical record requests
• Support the Case Management team with administrative tasks related to medical records and case documentation
• Maintain confidentiality when handling sensitive client, medical, and case information

Required Skills & Qualifications:

• Experience with Filevine and/or other case management systems
• Experience with medical records management and document organization
• Strong data entry skills and excellent attention to detail
• Experience communicating professionally with healthcare providers, clients, and internal team members
• Strong task prioritization and time management skills
• Ability to track and follow up on multiple concurrent requests
• Excellent document accuracy, confidentiality, and organizational skills
• Ability to maintain detailed and accurate tracking logs and case documentation
• Strong written and verbal communication skills
• Ability to work independently while effectively supporting the Case Management team
• Strong computer skills and ability to work with case management systems, databases, and digital documents
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Team-oriented, professional, organized, and reliable
• Ability to maintain confidentiality and appropriately handle sensitive client and medical information

Note: An NBI or police clearance will be required upon acceptance of the job offer.