Record Retrieval Spec I

U.S. Legal Support, Inc.; Plymouth (MN); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with Company Match

Paid Time Off & Holidays

Company-Paid Life Insurance

Employee Assistance Program

Ongoing Training & Development

Job summary

American Retrieval is seeking a Records Retrieval Specialist II to manage and expedite medical and legal record requests while delivering exceptional service and accuracy. This on-site role involves daily outreach to record custodians, healthcare facilities, and clients.

The ideal candidate has 3–5 years in customer-focused roles and comfort with high-volume calls in a fast-paced environment. You'll enter and track requests across multiple systems, maintain precise documentation, and collaborate

Qualifications

• High School Diploma or equivalent required.
• 3-5 years of customer service, client support, account management, records retrieval, or related experience.
• Experience in legal services, healthcare, medical records, insurance, call center, or related industries preferred.

Responsibilities

• Records Retrieval & Follow-Up: Proactively contact record custodians, healthcare facilities, and other providers to obtain requested records.
• Client Service & Relationship Management: Serve as a primary point of contact for clients regarding order status and record requests.
• Data Entry & Order Management: Accurately enter and maintain record request information within company systems.
• Problem Resolution & Communication: Communicate status updates to clients in a timely manner and resolve issues related to orders and documentation.
• Operational Support: Participate in special projects and adhere to policies and quality standards.

Skills

Customer service

Verbal communication

Written communication

Outbound calls

Multitasking

Organization

Problem solving

Data entry systems

Education

High School Diploma or equivalent

Tools

Microsoft Office

Data entry systems

Job description

Records Retrieval Specialist

American Retrieval | Full-Time

About the Role

American Retrieval, a U.S. Legal Support company, is seeking a detail-oriented and customer-focused Records Retrieval Specialist II to join our team. In this role, you will support clients by managing and expediting medical and legal record requests while ensuring exceptional service, accuracy, and timely follow-up.

This is a highly interactive position that requires daily communication with healthcare facilities, record custodians, clients, and internal teams. The ideal candidate enjoys building relationships, is comfortable making a high volume of outbound calls, thrives in a fast-paced environment, and can effectively manage multiple systems while maintaining exceptional accuracy and customer service.

Key Responsibilities

Records Retrieval & Follow-Up

• Proactively contact record custodians, healthcare facilities, and other providers to obtain requested records.
• Monitor outstanding requests and take appropriate action to expedite retrieval.
• Ensure records are received accurately and within established service standards.

Client Service & Relationship Management

• Serve as a primary point of contact for clients regarding order status and record requests.
• Build and maintain professional relationships with clients and facility personnel.
• Provide exceptional customer service while resolving questions and concerns.

Data Entry & Order Management

• Accurately enter and maintain record request information within company systems.
• Track orders throughout the retrieval process and update databases as needed.
• Maintain organized and detailed documentation of all account activity.

Problem Resolution & Communication

• Communicate status updates to clients in a timely manner.
• Research and resolve issues related to orders, services, and documentation.
• Escalate complex concerns when appropriate and assist in developing solutions.

Operational Support

• Participate in special projects and department initiatives.
• Adhere to company policies, quality standards, and compliance requirements.
• Support team goals and contribute to continuous process improvement efforts.

Qualifications

Education

• High School Diploma or equivalent required.

Experience

• 3-5 years of customer service, client support, account management, records retrieval, or related experience.
• Experience in legal services, healthcare, medical records, insurance, call center, or related industries preferred.

Knowledge, Skills & Abilities

• Strong customer service skills with the ability to build rapport quickly, put people at ease, and professionally handle challenging conversations.
• Excellent verbal and written communication skills, including confidence speaking with providers, clients, and internal partners throughout the day.
• Comfortable making a high volume of outbound calls (approximately 60-80 calls per day) and working in a fast-paced, phone-based environment.
• Strong computer and multitasking skills, with the ability to navigate multiple applications and systems simultaneously.
• Excellent organization, attention to detail, and follow-through.
• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Strong analytical and problem-solving abilities.
• Proficiency with Microsoft Office and data entry systems.
• Ability to work independently and collaboratively within a team environment.
• Reliable, dependable, and committed to delivering high-quality service and accurate work product.
• Prior call center, collections, records retrieval, healthcare, or legal support experience is a plus.

Why Join American Retrieval?

At American Retrieval, you'll be part of a team dedicated to delivering exceptional service to clients across the legal and healthcare industries. We offer a collaborative environment, opportunities for professional growth, and the chance to make a meaningful impact every day.

Benefits

• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Paid Time Off and Paid Holidays
• Company-Paid Life Insurance
• Employee Assistance Program
• Ongoing Training and Development Opportunities