Medical Records Retrieval Specialist

Full-time | Fully Remote | EST

Apply: https://operationsarmy.com/application

Position Overview

The Medical Records Retrieval Specialist plays a critical role in the healthcare records acquisition process. This position ensures that all Release of Information (ROI) requests are accurate, complete, and properly configured before submission to providers. The quality of this intake process directly impacts retrieval speed, compliance, and overall client satisfaction for law firm partners.

Key Responsibilities

1. Provider Research & Identification

• Identify all relevant medical providers associated with a clients treatment, beyond the primary facility listed by the law firm.
• Research and locate billing providers and related entities using tools such as Chartswap, prior requests, and direct provider outreach.
• Accurately add all identified providers into the Codes Health admin application.

2. Request Creation & Quality Control

• Review and correct incoming Release of Information (ROI) forms, which are often incomplete or inaccurate.

• Create accurate base forms prior to generating submission packets.

• Conduct comprehensive QA checks on each ROI packet per provider, ensuring all required documentation (e.g., cover letters, affidavits, and supporting forms) is complete and compliant.

3. Request Assignment

• Assign requests to appropriate records team members based on workload capacity and utilization.

4. Handling Edge Cases

• Identify provider-specific requirements (e.g., custom forms) and escalate to the appropriate Customer Success Manager (CSM) when needed.
• Resolve missing or conflicting information by coordinating directly with the law firms case manager.

Qualifications

• Prior experience requesting medical records from healthcare providers on behalf of healthcare organizations, legal teams, or medical record retrieval companies.
• Exceptional attention to detail — errors can cause significant delays in records processing.
• Strong technical proficiency, including Adobe Acrobat and PDF editing/combining tools.

• Excellent written and verbal communication skills.

• Proactive problem-solving mindset with the ability to manage multiple requests simultaneously.

Apply: https://operationsarmy.com/application