Medical Record Retrieval Specialist

About the role

This job is responsible for requesting and obtaining medical records from healthcare providers to ensure accurate documentation of members’ health conditions and optimize risk‑adjusted revenue for the organization. Primary duties include provider outreach, identifying and coordinating the most efficient retrieval methods with provider offices, and ensuring successful receipt of records into secure organizational repositories. The role adheres to all HIPAA regulations and maintains the highest level of security and confidentiality when handling medical record information.

Responsibilities

• Collect medical records according to tight timeframes and facilitate storage of records in secure organizational repositories; track and document activity completely and accurately in all systems in a timely manner. (70%)
• Contact provider offices and/or facilities to request copies of medical records; act as the point of contact for inquiries regarding medical record requests while identifying and coordinating the most efficient retrieval methods with providers (onsite retrieval, secure electronic access, or secure web upload). Determine what constitutes a complete EMR and the process needed to withdraw necessary information to ensure accurate information is obtained. (10%)
• Prepare hard copy medical records for conversion into electronic images. (10%)
• Effectively communicate with team members and external healthcare providers to ensure adherence to strict project deadlines. (5%)
• Travel to provider offices, medical facilities, or Highmark campus to obtain and prepare medical records. (5%)
• Perform other duties as assigned or requested.

Requirements

• 3 years of prior health care and/or health insurance experience, or related field
• Proficiency in Microsoft Office Tools: Outlook, Excel, Word, Visio
• Must complete all access requirements and requested forms, which may include providing personal social security number and/or copy of photo identification, as applicable, to retrieve medical records
• High School/GED (required)
• No required licenses or certifications

Qualifications

• PDF viewer/reader/editor, scanners, flash drives, navigation of document repository, tracking requests, and maintaining issue logs
• Experience and familiarity with medical records, medical terminology, and Electronic Medical Record (EMR) or Electronic Health Record (EHR) systems
• Proficiency in navigating and retrieving clinical information from EMR/HER systems
• Working knowledge of HIPAA requirements and demonstrated commitment to privacy, security, and confidentiality of protected health information (PHI)
• Associate’s degree in Health Information Technology or other health care related field (preferred)
• Registered Health Information Technician (RHIT) certification (preferred)

Skills

• Demonstration of company core values: Teamwork, Integrity, Personal Responsibility, Passion, Excellence, and Respect
• Strong verbal and written communication skills
• Time management skills and ability to manage projects to a successful outcome
• Well organized, paying close attention to detail
• Analytical, with an ability to identify and resolve problems
• Ability to work independently of a direct supervisor while offsite
• Ability to adapt to change and respond to difficult and challenging situations in a professional manner