Medical Records Retrieval Specialist

Jefferson Health Plans; Philadelphia (Philadelphia County); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental

Vision

Retirement plans

Tuition assistance

Job summary

Health Partners Plans, Inc. is seeking a Retrieval Specialist to perform day-to-day medical record retrieval for multiple programs. You will contact providers through appropriate methods, ensure receipt of records, and organize them per established conventions. You will maintain a clear work queue, document outreach outcomes, and escalate issues as needed.

The role emphasizes accuracy, adherence to HIPAA, and cross-functional collaboration to meet program timelines and quality standards.

Qualifications

• High School Diploma or GED required.
• 3 years in medical record retrieval or health information management.
• Experience in high-volume queue or deadline-driven operations.
• Experience supporting CMS-regulated programs (Medicare/Medicaid).
• Strong attention to detail and quality across tasks.
• Proficient with Microsoft Office Suite (Excel, Outlook, Teams).

Responsibilities

• Interact with co-workers, visitors, and staff professionally.
• Review work queues, assess outreach method, and prioritize workloads to meet deadlines.
• Maintain an up-to-date personal work queue with real-time status updates.
• Conduct provider outreach via EMR portals, fax, mail, and on-site retrieval.
• Document outreach attempts and results in the tracking system.
• Review received records for completeness and verify alignment with requests.
• Apply naming conventions and index/store records in the document system.
• Track retrieval status to support reporting and performance monitoring.
• Follow HIPAA and SOPs; escalate issues promptly when needed.
• Support quality review, training, and process improvement activities.

Skills

Attention to detail

Customer service

Multitasking

Time management

Communication

Microsoft Office

Problem solving

Teamwork

Education

High School Diploma/GED

Associate’s Degree in health information management

Tools

OnBase

EMR portals

Job description

Health Partners Plans, Inc. is seeking a Retrieval Specialist to perform day-to-day medical record retrieval for multiple programs. You will contact providers through appropriate methods, ensure receipt of records, and organize them per established conventions. You will maintain a clear work queue, document outreach outcomes, and escalate issues as needed.

The role emphasizes accuracy, adherence to HIPAA, and cross-functional collaboration to meet program timelines and quality standards.