Medical Record Retriver

Job Description – Medical Record Retriever

Job Title: Medical Record Retriever
Experience: 6–9 Years
Location: Noida, India
Shift: US Shift / Night Shift
Employment Type: Full-Time
Industry: US Healthcare / Medical Records / Healthcare Operations

Role Overview

We are looking for an experienced Medical Record Retriever to manage the end-to-end retrieval of medical records from hospitals, physician offices, clinics, laboratories, imaging centers, and other healthcare providers across the USA.

The ideal candidate should have strong experience in US healthcare medical record retrieval, provider follow-up, HIPAA-compliant processes, record tracking, and quality control . The role requires excellent communication skills, strong attention to detail, and the ability to manage high-volume requests within defined turnaround times.

Key Responsibilities

• Manage end-to-end medical record retrieval for US healthcare clients.
• Review and process medical record requests received from clients, attorneys, insurance companies, or healthcare organizations.
• Contact hospitals, physician offices, clinics, medical groups, laboratories, imaging centers, and other providers to obtain required records.
• Follow up with healthcare providers through phone, email, fax, portals, and other approved channels .
• Track pending requests and conduct timely follow-ups to ensure records are received within the required TAT/SLA .
• Verify that retrieved records are complete, legible, accurate, and correspond to the correct patient and date of service.
• Identify missing, incomplete, or incorrect records and initiate appropriate follow-up.
• Handle provider objections, authorization issues, fees, record availability, and other retrieval-related challenges.
• Maintain accurate status updates in internal medical records/retrieval systems .
• Perform quality checks on received records before submitting them to the client.
• Ensure all activities comply with HIPAA, PHI confidentiality, client policies, and data-security requirements .
• Coordinate with internal teams, clients, providers, and other stakeholders to resolve record-related issues.
• Prepare daily/weekly productivity and pending-request reports.
• Meet defined productivity, quality, accuracy, and turnaround-time targets .
• Support escalation of complex or aged requests and help resolve operational bottlenecks.
• Identify process gaps and contribute to continuous improvement initiatives.

Required Skills & Experience

• 6–9 years of experience in Medical Record Retrieval, Medical Records Processing, Healthcare Operations, or US Healthcare BPO.
• Strong understanding of the US healthcare ecosystem and medical record retrieval process.
• Experience dealing with US hospitals, physician offices, clinics, medical groups, and healthcare providers .
• Good knowledge of HIPAA, PHI, patient authorization, and medical-record confidentiality .
• Hands-on experience with provider follow-ups through phone, email, fax, and healthcare portals .
• Strong understanding of TAT/SLA management, work queues, aging requests, and escalations .
• Excellent written and verbal communication skills.
• Strong attention to detail and documentation skills.
• Ability to handle high-volume requests while maintaining accuracy.
• Proficiency in MS Office, particularly Excel and Outlook .
• Comfortable working independently as well as in a team environment.
• Willingness to work in a US Night Shift .