Record Retrieval Assistant Operations Manager

Position Summary:

Reporting to the Senior Case Manager, the Assistant Operations Manager plays an integral role in providing technical and administrative support while overseeing the daily workflows of the Record Retrieval team. This role ensures team members follow established company processes and protocols while maintaining high performance and efficiency. The ideal candidate is organized, proactive, and skilled in team leadership and process improvement. This role requires a clear understanding of the company's vision and the ability to effectively support the Senior Case Manager in implementing business strategies that align with organizational goals. The position also demands the ability to work independently and efficiently in a fast-paced environment.

Essential Job Functions:

• Oversee and manage daily workflows for the Record Retrieval team


• Supervise team members to ensure compliance with company procedures and performance standards


• Identify, suggest, and implement process improvements to increase operational efficiency


• Conduct daily audits of records files to ensure accuracy, completeness, and efficiency


• Serve as an escalation point by contacting clients and record facilities to resolve issues raised by team members


• Plan, organize, and lead team meetings to communicate updates, expectations, and performance goals

Skills and Abilities:

• Strong working knowledge of Microsoft Office, Internet Explorer, and Adobe Acrobat as well as case management software (TrackOps)


• Knowledge of medical records retrieval processes


• Familiarity with HIPAA regulations and compliance standards


• Exceptional organizational and time management skills and proven ability to effectively manage multiple work assignments and utilize available resources

Qualifications:

• High School Diploma or equivalent required; college degree preferred


• No minimum experience required; prior relevant experience is a plus


• Exceptional written and verbal communication skills and interpersonal skills


• Demonstrated leadership and supervisory abilities


• Demonstrated ability to creatively solve problems


• Able to work well with minimal direction


• Ability to work a full-time schedule of 40 hours per week, 8:00 a.m.-5:00 p.m. EST

Physical Demands and Work Environment:

While performing the duties of this job, the employee is in an office setting. The employee is regularly required to sit for long periods and operate a computer for long periods. Communicates on a regular basis with supervisors, clients, field investigators and office staff via telephone and email.