Project Support Specialist I - Chart Retrieval

Recruiting Solutions; Columbia (SC); On-site; USD 35,000 - 55,000; Full time

Job summary

Virtual Business Office Associates (VBOA) is seeking a detail-oriented Chart Retrieval Specialist to support our Risk Adjustment Team. You will handle medical charts, correspondence, and provider office communications to keep records accurate and timely.

The role involves data entry in Microsoft Access and Excel, document management, and collaboration with internal teams to improve processes. A high school diploma and strong organizational skills are required.

Qualifications

• High school diploma or GED required.
• Strong attention to detail and organization.
• Proficient in Microsoft Office and data-entry practices.

Responsibilities

• Process incoming correspondence and medical charts accurately.
• Sort mail, prepare documents for scanning, route electronic documents.
• Reconcile chart receipts to provider organizations and ensure required records are accounted for.
• Review claims data to determine when additional chart retrieval or follow-up is needed.
• Generate panel lists and communicate chart requirements to provider offices.
• Contact provider offices regarding outstanding medical records and follow-up needs.
• Monitor incoming correspondence and identify organizations requiring outreach.
• Maintain logs and electronic documentation; ensure data integrity.

Skills

Attention to detail

Professional communication

Teamwork

Data entry

Education

High school diploma or GED

Tools

Microsoft Access

Microsoft Excel

Microsoft Office

Job description

Chart Retrieval Specialist | Responsibilities and Qualifications

Are you looking for your next challenge? Virtual Business Office Associates (VBOA) is looking for a detail-oriented Chart Retrieval Specialist to support our Risk Adjustment Team. If you have experience working with medical records, provider offices, or healthcare operations and enjoy keeping information accurate and organized, we’d love to hear from you!

FLSA Status: Non-Exempt

What’s in it for you:

• Join a collaborative, team-focused work environment
• Build your experience within healthcare and Risk Adjustment operations
• Work directly with medical records, claims data, and provider organizations
• Opportunity to contribute ideas and support process improvements
• Help ensure accurate and timely chart retrieval and reconciliation

What you’ll do:

• Process incoming correspondence and medical charts accurately and efficiently
• Sort mail, prepare documents for scanning, retrieve information from RightFax, and route electronic documents appropriately
• Reconcile chart receipts to provider organizations and ensure required records are accounted for
• Review claims data to determine when additional chart retrieval or follow-up is needed
• Generate panel lists and communicate chart requirements to provider offices
• Professionally contact provider offices regarding outstanding medical records and follow-up needs
• Monitor incoming correspondence and identify organizations requiring additional outreach
• Review records and transactions for accuracy and investigate discrepancies
• Maintain logs, files, and electronic documentation
• Use computer systems and applications for data entry, document management, and information retrieval
• Provide excellent service to internal and external customers
• Assist with training temporary staff as needed
• Support special projects and additional responsibilities as assigned

What you’ll need:

• High school diploma or GED
• Strong attention to detail, organization, and accuracy
• Professional communication skills when working directly with provider offices
• Familiarity with Microsoft Office
• Experience entering and maintaining data using Microsoft Access and Excel
• Ability to work effectively both independently and as part of a team