Medical Records Retrieval Supervisor

Job Description

Job Description

Job Title: Retrieval Supervisor
Department: Retrieval
Reports To: Retrieval Supervisor
FLSA Status: Non-Exempt
Schedule: Monday-Friday,8:00am-5:00pm
Location: On-Site

Job Summary

We are seeking an experienced and motivated Medical Records Retrieval Supervisor to lead a team responsible for securing timely, accurate, and complete medical records from healthcare providers nationwide. This role plays a critical part in supporting case progression by ensuring efficient record acquisition, strong provider relationships, and adherence to all HIPAA and confidentiality requirements.

The ideal candidate combines operational leadership with a deep understanding of records retrieval processes, provider follow-up strategies, and workflow management. This individual will mentor team members, oversee service levels, resolve complex retrieval challenges, and continuously improve processes that drive department performance and client satisfaction.

Key Responsibilities

Retrieval Operations

• Supervise the daily work of retrieval staff handling medical record requests.
• Monitor request progress, follow-up activity, provider communication, and completion timelines.
• Ensure retrieval staff are meeting productivity, quality, and turnaround expectations.
• Train, coach, and support team members on retrieval processes, firm requirements, and best practices.
• Assist with escalated provider issues, delayed requests, and complex retrieval matters.
• Coordinate with review, claimant support, leadership, firms, and other departments as needed to keep cases moving efficiently.
• Track team performance, identify workflow improvements, and help ensure work is prioritized appropriately across the department.

Team Development & Documentation

Support staff development by identifying training needs, reinforcing performance expectations, and helping team members grow in skill, consistency, and accountability.

• Help maintain accurate status updates, notes, and documentation in internal systems.
• Collaborate with leadership to address service issues, staffing needs, process bottlenecks, and the ability to delegate support to other areas during periods of heavy volume.
• Help manage professional relationships with outside vendors and provider offices to support timely retrieval, issue resolution, and service continuity.
• Ensure team compliance with HIPAA, confidentiality requirements, firm-specific expectations, and company procedures.

Qualifications

Required

• Experience in medical record retrieval, healthcare operations, legal support, or a similar administrative workflow environment.
• Prior lead or supervisory experience preferred.
• Strong organizational and time management skills.
• Ability to manage deadlines and high-volume work.
• Strong communication and problem-solving ability.
• Familiarity with provider follow-up processes and records request documentation.
• Knowledge of HIPAA and confidentiality standards.

Preferred

• Ability to communicate effectively with internal departments, firms, and providers.
• Experience preparing updates, feedback, or performance reporting for leadership.

What Success Looks Like

• Gain a thorough understanding of retrieval workflows, provider networks, and department performance expectations.

  Establish credibility and strong working relationships with team members and cross-functional partners.

• Improve visibility into retrieval status and reduce aging requests.

• Drive accountability for follow-up schedules, documentation quality, and productivity expectations.

• Maintain high standards of HIPAA compliance and records management accuracy.

• Identify and implement opportunities to improve retrieval turnaround times and overall department efficiency.