Key Facts

Remote From:

Full time

English

Hard Skills

Provider Model PDF Management Software Medical Record Management Escalation Management National Provider Identifier Data Entry Legal Document Management Chartio Online Communication

Other Skills

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Non-Verbal Communication
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Open Mindset
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Detail Oriented
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Problem Solving

Roles & Responsibilities

Prior experience requesting health records from providers on behalf of healthcare companies, law firms, or related organizations.
Extreme attention to detail and accuracy to prevent delays in retrieval.
Proficiency in Adobe Acrobat and PDF editing/combining tools.
Strong verbal and written communication skills with a proactive problem-solving mindset.

Requirements:

Identify all relevant healthcare providers associated with a client's treatment beyond the main facility, locate billing providers and related entities using tools (Chartswap, prior request history, direct provider calls), and input all identified providers into the admin application.
Review and correct ROI forms, create accurate base forms, assemble final submission packets, and conduct quality assurance checks to ensure all components (cover letters, affidavits, etc.) are accurate and complete.
Assign requests to appropriate records team members based on workload and utilization metrics.
Identify and escalate provider-specific requirements to the Client Success Manager; resolve missing or conflicting information by liaising with the law firm's case manager.

Job description

Medical Document Retrieval Specialist (Remote)

Schedule: Full-Time | Monday - Friday, 9:00 AM - 5:00 PM EST

Apply here: https://operationsarmy.com/application

Overview

The Medical Document Retrieval Specialist plays a pivotal role in the healthcare medical records retrieval process. As the first step in the workflow, this position ensures all requests are complete, accurate, and prepared for downstream processing. The quality of intake directly impacts the speed and accuracy of records retrieval for our law firm clients.

Key Responsibilities

1. Provider Research & Identification

Determine all relevant healthcare providers associated with a clients treatment, beyond the main facility listed by the law firm.
Locate billing providers and related entities using tools such as Chartswap, prior request history, and direct provider calls.
Input all identified providers into the admin application.

2. Request Creation & Quality Control

Review and correct incoming Release of Information (ROI) forms, which are incomplete or incorrect in approximately 90% of cases.
Create accurate base forms before assembling final submission packets.
Conduct thorough quality assurance checks for each ROI packet, ensuring all required components (cover letters, affidavits, etc.) are accurate and complete.

3. Request Assignment

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

4. Handling Special Cases

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

Requirements

Experience: Prior experience requesting health records from providers on behalf of healthcare companies, law firms, or related organizations.
Attention to Detail: Extreme accuracy is essential errors can cause months-long delays in retrieval.
Technical Skills: Proficiency in Adobe Acrobat and PDF editing/combining tools.
Communication: Strong verbal and written communication skills with a proactive problem-solving mindset.