Records Retrieval Specialist I

Job Description

Job Description

Records Retrieval Specialist I

Employment Type:  Full-Time Non-Exempt

Department:  Retrieval

Schedule:  Monday-Friday 8:00am-5:00pm

Work Location:  Onsite

Position Summary
 
The Records Retrieval Specialist is responsible for obtaining medical records, billing statements, and related documentation from healthcare providers, hospitals, clinics, and other facilities. This role serves as the primary point of contact between the company and medical providers, ensuring timely follow-up, accurate documentation, and efficient retrieval of records to support client needs.

The ideal candidate is highly organized, comfortable making a high volume of outbound calls, and capable of maintaining professional relationships with facilities while managing multiple requests and deadlines.

Essential Duties and Responsibilities
 
• Place outbound calls to medical providers, hospitals, clinics, and healthcare organizations to request records and determine request status.
• Follow up on outstanding requests and work to resolve delays or obstacles preventing record retrieval.
• Document all communication, updates, and actions accurately within company systems.
• Verify provider requirements for processing records requests, including authorization forms, fees, and submission procedures.
• Communicate professionally and effectively with provider staff, records departments, and office personnel.
• Track and manage assigned requests to ensure timely completion and client satisfaction.
• Escalate complex issues, unresponsive providers, or unusual circumstances to management as appropriate.
• Maintain productivity standards for outbound calls, follow-up activity, and request completion.
• Review incoming information for completeness and accuracy.
• Collaborate with internal teams to resolve missing documentation, authorization issues, or other barriers to retrieval.
• Adhere to HIPAA, privacy regulations, company policies, and confidentiality requirements.
• Perform additional duties and special projects as assigned.

Qualifications

Required
• High school diploma or equivalent.
• Strong verbal communication and customer service skills.
• Ability to make and manage a high volume of outbound phone calls.
• Strong organizational and time management abilities.
• Proficiency with computers and data entry.
• Ability to multitask and manage competing priorities.
• Professional phone demeanor and conflict-resolution skills.

Preferred
• Experience in records retrieval, healthcare administration, legal support services, insurance, collections, or call center environments.
• Knowledge of HIPAA regulations and medical records processes.
• Experience working with electronic medical records (EMR/EHR) systems.

Key Competencies
• Persistence and follow-through
• Attention to detail
• Accountability
• Professional communication
• Problem-solving
• Time management
• Adaptability
• Teamwork

Working Conditions
• Primarily office-based or remote work environment.
• Frequent use of phone, computer, and company software systems.
• High-volume outbound calling throughout the workday.
• May involve repetitive administrative tasks and extended periods of sitting.

Performance Expectations
Success in this role is measured by:
• Number of provider contacts completed.
• Timely follow-up on outstanding requests.
• Records successfully retrieved.
• Accuracy of documentation.
• Productivity and quality metrics.
• Compliance with company procedures and privacy regulations.
• Positive and professional interactions with provider offices.

Benefits

Full benefits package including health, vision, dental, retirement plan, and paid time off, accruing from Day 1!