About the job Medical Document Retrieval Specialist | Remote
Medical Document / Records Retrieval Specialist
Full-Time | Fully Remote
Apply: https://operationsarmy.com/application
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
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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
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Review received documents for completeness and accuracy
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Organize, upload, and index records into internal systems
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Ensure compliance with HIPAA and data privacy regulations
- Communicate with clients, providers, and internal teams regarding record status
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Escalate delayed or incomplete requests as needed
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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
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Strong understanding of HIPAA and medical record confidentiality
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Excellent verbal and written English communication skills
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Experience handling US healthcare providers (preferred)
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High attention to detail and strong organizational skills
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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
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Familiarity with medical terminology
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Experience with fax management systems and provider portals
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Background in remote or work-from-home setup
Key Competencies
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Persistence and follow-through
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Strong time management
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Professional phone etiquette
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Problem-solving skills
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Data accuracy and compliance mindset