Medical Records Manager

Job DetailsJob Location: San Diego HQ - SAN DIEGO, CA 92108Salary Range: $85,000.00 - $100,000.00 SalaryThe Medical Records Manager plays a critical leadership role within the Mass Torts department, responsible for overseeing all aspects of medical records management. This position ensures the prompt, accurate, and compliant retrieval, organization, and maintenance of medical records for cases under the department's purview. The Medical Records Manager has the authority to design, implement, and continually optimize end-to-end workflows for handling medical records, providing structure and consistency across all active cases.   This role directly influences the department’s efficiency and success by ensuring that complete medical records are readily available for case preparation, expert reviews, and litigation strategies. The Medical Records Manager expands upon the responsibilities of the Medical Records Coordinators, providing leadership to the team, overseeing workflows, enforcing quality control standards, and driving process improvements.   Serving as a central point of contact, this role facilitates communication and coordination among medical records staff, attorneys, paralegals, and accounting, ensuring seamless collaboration and supporting the firm’s strategic objectives.   Salary: $85,000-$100,000 annually  Actual salaries will vary and will be based on various factors, such as location, skills, experience, and qualifications for the role.  What Success Looks Like (90-180 Days)  Core processes are standardized and stabilized, creating consistent, repeatable workflows across the medical records lifecycle.   A KPI framework is fully implemented and operational, with defined metrics actively used to measure performance and drive accountability.  Data-driven decision making is embedded in daily operations, with leadership and staff relying on real-time metrics to guide actions and resolve issues.  The operation maintains a clean, audit-ready data environment, ensuring medical records are complete, accurately indexed, and readily retrievable for litigation needs.  There is a strong understanding of team capabilities and structure, enabling effective workload distribution, targeted coaching, and appropriate delegation of responsibilities.  Operational performance and scalability are materially improved, demonstrated through faster turnaround times, reduced backlog, and the ability to absorb increased volume without loss of quality.   Key Responsibilities  The Big Picture  Lead and manage the medical records team, ensuring operational efficiency and adherence to established procedures.   Translate operational data into actionable insights that inform staffing, vendor strategy, and litigation readiness.  Foster a high-performing team culture by guiding KPI achievement through consistent coaching, performance check-ins, and development-focused feedback.  Oversee all medical record requests, follow-ups, invoicing coordination, and quality control processes.   Develop, implement, and refine workflows to support high-volume litigation needs.   Serve as the primary escalation point for complex medical records issues.   Collaborate cross-functionally with attorneys, paralegals, case assistants, and accounting.    Job Duties:   Operations & Workflow Management  Ensure timely retrieval, organization, and processing of medical records in accordance with firm standards.  Design, implement, and oversee a structured quality control (QC) process for medical records review, including systematic sampling, validation of accuracy and completeness, and compliance checks against HIPAA, firm protocols and litigation requirements.  Monitor medical records request timelines and proactively address delays or deficiencies.  Review and approve invoices prior to submission to accounting.  Manage vendor relationships (i.e., record retrieval services, biomedical specimen retrieval).   Establish scalable systems, workflows, and operational best practices to support continued firm growth  Expected to continuously identify, test, and implement process improvements to increase speed, accuracy, and scalability.  communicating with clients and providers as needed for escalated or sensitive matters.  Assist with overflow tasks and other complex projects as needed to support the success of the practice group.  Team Leadership, KPI Development & Performance Tracking  Supervise and support Medical Records Coordinators, including training, workload management, and performance oversight.  Develop and implement key performance indicators (KPIs) to measure team productivity and operational efficiency.   Use KPI insights to identify bottlenecks and drive continuous process improvement.  Build dashboards and reports to track metrics such as record turnaround time, order completion rates, follow-up intervals, and costs.  Cross-Functional Collaboration  Collaborate cross-functionally with attorneys, paralegals, case assistants, and accounting to align on record needs, deadlines, and billing workflows.  Support medical records needs for case evaluation efforts, deposition preparation, expert coordination, and discovery production needs.   Data Integrity & Systems Management  Expected to continuously identify, test, and implement process improvements to increase speed, accuracy, and scalability.  Maintain and optimize use of case management systems and provider portals.  Establish best practices for record tracking, documentation, and data integrity.    Qualifications: Demonstrated experience managing or leading a medical records, legal support, or similar operational team in high-throughput environments, including hiring, training, performance management, and workload optimization.  Advanced understanding of medical records systems and legal document management platforms, including eDiscovery tools and structured data environments.  Advanced knowledge of medical records retrieval processes, provider communications, and documentation standards.  Strong analytical and problem-solving skills, with the ability to diagnose operational bottlenecks and implement sustainable solutions rather than temporary fixes.  Proven experience in data-driven operations management, including development and use of KPIs, dashboards, and performance reporting to drive daily decision-making.   Exceptional organizational skills with the ability to manage competing priorities under tight deadlines.  Excellent written and verbal communication skills.  Proficiency with case management software, Microsoft Word, Excel, Outlook, and Adobe.  High attention to detail and commitment to accuracy and compliance.  Competencies  1. Performance & Contributions: Consistently delivers high quality results and meets or exceeds job requirements.  2. Collaboration & Communication: Works effectively with colleagues and communicates clearly.  3. Initiative: Proactively takes action to achieve results.  4. Professional Growth & Development: Demonstrates ongoing professional growth and seeks opportunities for development.  5. Team Performance & Cohesion: Builds a cohesive and high-performing team.   6. Training & Process Improvement: Demonstrates ability to effectively train a team and individual employees and continually improve processes and performance.   7. Overall Leadership Performance: Strong leadership performance including building a team and keeping up with administrative requirements to manage the team (i.e. approving time off requests/timecards, ensuring compliance trainings are completed, conducting 90 day and annual evaluations).  Additional Information  This position may require flexibility to meet litigation deadlines and support high-volume case activity.    Benefits  At Singleton Schreiber, we value the hard work and dedication of our team, and we’re proud to offer a benefits package that reflects that commitment. Our goal is to support your well-being, growth, and work-life balance through a wide range of meaningful perks:  100% employer-paid health, dental, and vision insurance for employees and dependents  $50,000 in life insurance provided at no cost  401(k) plan with 6% dollar-for-dollar employer match after probationary period  Generous paid parental leave for birth, adoption, or fostering  Dependent care reimbursement up to $3,500/month  Healthcare and Dependent Care Flexible Spending Accounts (FSAs)  Up to $5,000 Infertility Treatment reimbursement and   Up to $5,250/year in tuition reimbursement for professional development  Monthly commuter reimbursement up to $100 for public transportation  Home office reimbursement: $150 for a desk, $150 for a chair (one-time)  $25 work-from-home allowance each pay period for hybrid and remote staff  State bar and approved professional association dues covered  $30 Grubhub lunch credit every first Friday of the month  Community engagement support: matching donations to 501(c)(3) nonprofits and encouragement of volunteer time    Nondiscrimination Statement  Singleton Schreiber, LLP is an equal opportunity employer. Selection of candidates will be based solely on merit without regard to race, color, religion, religious creed (including religious dress and religious grooming), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity (including transgender identity and transitioning), gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information (including genetic information), family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws.  Qualifications