Administrative Assistant - Medical Records Processing

Bennett Bigelow \& Leedom, P.S., Seattle/Spokane, is an award\-winning law firm, a recognized leader in healthcare law and trial practice, and a majority women\-owned business. If you are interested in joining our stellar team, please submit your resume and cover letter to Jobs@bbllaw.com. For assistance with the application process to accommodate a disability, please contact Jobs@bbllaw.com. Please note, we are not currently accepting submissions from recruiters. GENERAL SUMMARY: The primary responsibility of this position is to receive and process medical records and other documents involved in discovery and related legal materials. Using Adobe Acrobat, identify document boundaries, separate filed into individual documents as instructed and name, save and organize, upload and route the resulting files in accordance with firm procedure. This position requires excellent sustained attention to detail, strong computer skills, and the ability to perform repetitive document\-processing tasks accurately, efficiently, and consistently. This is a mostly full\-time remote position requiring 7\.5 hours of focused work each day, with occasional need to come into the office for quarterly meetings. The successful candidate must be comfortable working independently, managing a consistent workload, and maintaining a high level of accuracy while handling confidential legal and medical information. “Essential functions” are duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer. Medical Records \& PDF Processing · Receive and process medical records or other documents received in litigation discovery, provided electronically in Adobe PDF format. · Open, review, navigate, and manipulate large PDF files using Adobe Acrobat. · Separate large PDF files into individual pages or appropriately divided documents based on established procedures. · Upload, rename, save, organize, and route individual pages or documents using firm naming and filing conventions, confirming have been separated accurately and that no pages are missing, duplicated, or inadvertently omitted. · Review documents for legibility and completeness and identify obvious processing issues. · Process a high volume of documents while maintaining consistent accuracy. · Follow established procedures and HIPAA requirements for handling different types and sizes of medical records and maintaining confidentiality within at home workspace. · Maintain organized electronic files and ensure documents are saved in the appropriate location. Legal File Support · Enter or update appropriate information in BB\&L local firm folders or ProLaw as directed. · Assist with electronic file organization and other administrative tasks related to medical records and legal matters. · Use Outlook email and TEAMS for communication, task coordination, and receiving or transmitting documents. · Communicate with attorneys and/or legal support staff regarding document\-processing questions or issues. · Follow firm procedures for confidential and sensitive information. Quality Control · Carefully review work before completing each assignment. · Verify page counts and document organization when required. · Identify and report missing pages, duplicate pages, corrupt files, illegible documents, or other discrepancies. · Maintain productivity while prioritizing accuracy. · Ask questions when instructions are unclear rather than making assumptions that could result in an incorrect file. Remote Work Responsibilities · Work independently and remain productive without direct in\-person supervision. · Maintain reliable availability during scheduled work hours. · Respond to emails and internal communications in a timely manner. · Manage assigned workload and meet established deadlines. · Maintain a professional and secure remote workspace appropriate for handling confidential information. · Follow all firm policies regarding confidentiality, information security, and handling of client and medical records. QUALIFICATIONS: · Strong computer skills and comfort working extensively with electronic documents. · Experience working with Adobe Acrobat/PDF documents strongly preferred. · Strong attention to detail and accuracy during repetitive work. · Ability to perform repetitive tasks consistently without sacrificing quality. · Ability to work with large electronic files and multiple documents simultaneously. · Strong organizational and time\-management skills. · Ability to follow detailed written procedures and established workflows. · Excellent typing and keyboarding skills. · Ability to identify errors and inconsistencies in documents. · Strong written communication skills with the ability to interact with attorneys and legal support staff in a professional manner. · Ability to work effectively and independently in a remote environment. · Ability to maintain strict confidentiality when working with sensitive medical and legal information. · Ability to prioritize assignments based on deadlines and firm needs, adjust to changing priorities and communicate promptly when competing demand may affect timely completion. · Familiarity with medical records, medical terminology, legal documents, document processing or data entry is helpful. EDUCATION \& EXPERIENCE: · High school diploma or equivalent required. · 2\+ years previous administrative, clerical, legal support, medical records, document processing, or data\-entry experience preferred. WORKING CONDITIONS \- The position requires the ability to: · Work at a computer for extended periods. · Read and review detailed electronic documents. · Use a keyboard and mouse continuously throughout the workday. · Navigate multiple software applications and electronic files. · Maintain concentration and accuracy during repetitive document\-processing tasks. · Perform work independently in a remote environment. COMPENSATION \& BENEFITS: · Compensation range of $22\.00\-$25\.00 per hour ($42,900\-$48,750 annual), depending on location and experience. The higher end of the range is available for candidates who exceed the minimum required experience. · Standard workweek of 37\.5 hours. · Paid time off (PTO) of 18 days per year, with one additional PTO day for each year of service, up to a total of 25 days of PTO accrual per year. · Paid holidays (currently 10\.5 days per year). · Bereavement leave (1\-3 days) and Jury Duty leave (up to 10 days). · Paid parental leave (up to 12 weeks after 24 months of service) available to both parents. · Healthcare benefits include medical Preferred Provider Organization (PPO plan) options and Health Savings Account (high deductible plan) choices with 91\-95% employer contribution and employee buy\-up options. Dependent coverage at employee’s expense. Employer contribution to Health Savings Account. · Flexible spending account option for qualified medical and childcare expenses. · Dental plan with 100% employer paid premium. Dependent coverage at employee’s expense. · Vision plan with 100% employer paid premium. Dependent coverage at employee’s expense. · Short Term Disability insurance, employer paid. · Long Term Disability insurance, employer paid. · Life Insurance, employer paid with employee buy\-up options. · 401(k) Retirement Plan with annual employer discretionary profit\-sharing contribution. · Employee Assistance Program, employer paid. To apply, please submit your resume and cover letter to Jobs@bbllaw.com. Thank you for your interest in Bennett Bigelow \& Leedom, P.S. Bennett Bigelow \& Leedom is committed to Diversity \& Inclusion and is an Equal Opportunity Employer. Pay: $22\.00 \- $25\.00 per hour Expected hours: 37\.5 per week Work Location: Hybrid remote in Seattle, WA 98101