Medical Records Processing Specialist

Record Retrieval Solutions is seeking a highly organized, detail-oriented, and dependable Medical Records Processing Specialist to join its remote team. This position supports the processing, retrieval, review, organization, and quality control of medical records requested from healthcare providers on behalf of clients.

The Medical Records Processing Specialist plays an important role in ensuring that medical-record requests are handled accurately, efficiently, securely, and within established deadlines. The successful candidate will communicate with healthcare facilities, monitor request statuses, review documentation, enter information into internal systems, follow up on outstanding requests, and ensure that completed records meet quality standards.

This position is well suited for someone with experience in medical records, healthcare administration, Release of Information (ROI), data entry, customer service, or medical-record retrieval. Candidates should be comfortable working with confidential information and following HIPAA and company security requirements.

Key Responsibilities
Process medical-record requests accurately and efficiently.
Review incoming requests to confirm that required information and documentation are complete.
Verify patient identification information and authorization documentation.
Enter and update request information in company systems and case-management platforms.
Contact hospitals, clinics, physician offices, record custodians, and other healthcare providers regarding outstanding requests.
Monitor the status of medical-record requests and conduct timely follow-ups.
Identify incomplete, incorrect, or missing records and initiate appropriate follow-up.
Review retrieved records for accuracy, completeness, legibility, and requested date ranges.
Ensure that medical, billing, radiology, and other requested records are properly identified and processed.
Organize and prepare records for secure electronic delivery.
Document communications, follow-up activities, request status, and outcomes accurately.
Escalate delayed or complex requests when they require additional attention.
Follow established procedures for handling protected health information (PHI).
Maintain confidentiality and comply with HIPAA and company security policies.
Meet established productivity, accuracy, quality, and turnaround-time expectations.
Communicate professionally with internal departments, healthcare providers, and clients.
Assist with resolving discrepancies and correcting processing errors.
Participate in training and team meetings.
Identify recurring processing problems and recommend ways to improve efficiency.
Perform other duties related to medical-record processing and retrieval as assigned.

RRS describes its retrieval process as involving request verification, provider follow-up, record retrieval, and quality checks to ensure that patient information matches the request and that records are complete, legible, and within the requested time period.

Qualifications
High school diploma or equivalent required.
Previous experience in medical records, healthcare administration, Release of Information, data entry, customer service, or a related field preferred.
Knowledge of medical terminology is an advantage.
Understanding of HIPAA and protected health information is preferred.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Strong organizational and time-management abilities.
Ability to handle confidential information responsibly.
Ability to work independently in a remote environment.
Ability to manage multiple assignments and prioritize deadlines.
Comfortable using computers, email, databases, spreadsheets, and web-based applications.
Ability to learn company-specific record-retrieval and case-management systems.
Strong problem-solving and follow-through skills.
Preferred Experience

Candidates with experience in a hospital medical-record department, physician office, Release of Information vendor, insurance company, legal-support organization, or healthcare operations environment are encouraged to apply.

Experience working with electronic health records, secure email portals, fax systems, medical-record databases, or case-management software is also beneficial.

Remote Work Requirements

Because this position involves confidential health information, employees must maintain a secure and professional home working environment.

RRS's current remote position requires Windows 11, the ability to use Remote Desktop, a company-approved VPN, reliable high-speed internet with a backup connection, multiple screens, and a private workspace where PHI cannot be viewed or overheard by others.

Candidates should also be comfortable spending extended periods working at a computer and communicating through telephone, email, and electronic systems.

RRS's careers page lists benefits including:

401(k)
Health insurance
Dental insurance
Vision insurance
Paid time off
Flexible opportunities for learning and growth
Remote work opportunities

Benefits and eligibility are subject to company policies and employment terms.

What You'll Bring

The ideal candidate is dependable, patient, detail-oriented, and committed to providing high-quality service. You should enjoy working with information, solving problems, following processes, and communicating with different people throughout the day.

Because medical records contain sensitive information, professionalism and confidentiality are essential. You should be able to follow instructions carefully while also recognizing when a request requires additional investigation or escalation.

The ability to remain productive while working remotely is equally important. RRS emphasizes initiative, teamwork, accountability, continuous learning, and results-oriented work as part of its company culture.

Why Work With Record Retrieval Solutions?

Record Retrieval Solutions has more than 30 years of experience in the medical-record retrieval industry. The company uses technology and established provider relationships to help legal and insurance professionals obtain medical records efficiently.

Working as a Medical Records Processing Specialist provides an opportunity to develop valuable experience in healthcare information management, medical documentation, HIPAA compliance, customer service, and remote healthcare operations.

How to Apply

Interested candidates should prepare an updated resume highlighting experience with medical records, healthcare administration, data entry, customer service, ROI, or related work.