Medical Document / Records Retrieval Specialist
Full-Time | Fully Remote
Job Overview
The Medical Document / Records Retrieval Specialist is responsible for obtaining, tracking, and managing medical records from healthcare providers, hospitals, clinics, and other medical facilities. This role ensures accurate, timely, and HIPAA-compliant retrieval of patient records to support billing, legal, insurance, or healthcare operations.
Key Responsibilities
Request medical records via phone, fax, email, portals, or mail
Follow up with healthcare facilities to ensure timely submission of records
Track record requests and maintain accurate status updates in CRM or tracking systems
Review received documents for completeness and accuracy
Organize, upload, and index records into internal systems
Ensure compliance with HIPAA and data privacy regulations
Communicate with clients, providers, and internal teams regarding record status
Escalate delayed or incomplete requests as needed
Maintain detailed documentation of all communications and follow-ups
Required Qualifications
At least 1–2 years of experience in medical records retrieval, healthcare administration, or related field
Strong understanding of HIPAA and medical record confidentiality
Excellent verbal and written English communication skills
Experience handling US healthcare providers (preferred)
High attention to detail and strong organizational skills
Ability to multitask and manage high-volume requests
Proficient in CRM systems, EMR/EHR platforms, and Google Workspace or MS Office
Preferred Skills
Experience working with insurance companies, personal injury law firms, or medical billing teams
Familiarity with medical terminology
Experience with fax management systems and provider portals
Background in remote or work-from-home setup
Key Competencies
Persistence and follow-through
Strong time management
Professional phone etiquette
Problem-solving skills Data accuracy and compliance mindset
