Record Retrieval Specialist

Retrēv, LLC; Pensacola (FL); On-site; USD 34,000 - 47,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Paid time off

Job summary

Retrēv is seeking a detail-oriented Record Retrieval Specialist to manage record requests from initiation through fulfillment, ensuring requests are submitted accurately and followed up on in a timely manner for multiple clients and jurisdictions.

You will communicate with facilities, maintain documentation, and ensure records are delivered to support case progress while handling sensitive information in compliance with HIPAA.

Qualifications

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Professional and confident phone communication.
• Excellent attention to detail and organizational skills.
• Ability to manage high-volume, process-driven work consistently.
• Ability to work independently and balance competing priorities.
• Strong follow-through and problem-solving skills.

Responsibilities

• Enter and maintain accurate facility, provider, case, and request information in internal systems.
• Review requests for completeness and accuracy before submission.
• Prepare and submit record requests by mail, fax, and electronic methods.
• Communicate with medical facilities, providers, and records custodians regarding outstanding requests.
• Monitor request statuses and complete timely follow-ups.
• Document communications, updates, and status changes accurately.
• Escalate delayed or unresponsive requests when appropriate.
• Manage a high volume of requests across multiple clients and jurisdictions.
• Prioritize work based on deadlines, aging requests, and workflow queues.
• Maintain strong phone communication and professional call handling.
• Handle sensitive personal and medical information in accordance with HIPAA and company policies.
• Maintain accuracy and consistency while meeting team productivity and turnaround expectations.

Skills

Verbal & written communication

Phone communication

Attention to detail

Organizational skills

Independent with priorities

Follow-through & problem solving

Education

High school diploma or equivalent

Tools

Case management systems

Job description

Retrēv is a legal services company that helps litigation teams eliminate the time-consuming work of chasing records, documentation, and critical case evidence. We partner with law firms across the country. Our team supports firms through services including record retrieval, digital discovery, claimant outreach, and medical record review so legal professionals can spend more time focusing on their clients and cases.

At Retrēv, our work is guided by integrity, compassion, tenacity, and dedication. We believe strong communication, attention to detail, and consistent follow-through make a measurable difference for our partner firms and the clients they serve.

About the Role:

Retrēv is seeking a detail-oriented and dependable Record Retrieval Specialist to join our growing Retrieval team. In this role, you will manage record requests from initiation through fulfillment, ensuring requests are submitted accurately, tracked consistently, and followed up on in a timely manner. You’ll communicate directly with facilities, maintain detailed documentation, and help ensure our law firm partners receive the records and information they need to keep their cases moving forward.

This position is ideal for someone who is organized, comfortable managing a high-volume workload, confident communicating by phone, and committed to accuracy and follow-through.

What you'll do:

• Enter and maintain accurate facility, provider, case, and request information in internal systems.
• Review requests for completeness and accuracy before submission.
• Prepare and submit record requests by mail, fax, and electronic methods.
• Communicate with medical facilities, providers, and records custodians regarding outstanding requests.
• Monitor request statuses and complete timely follow-ups.
• Document communications, updates, and status changes accurately.
• Escalate delayed or unresponsive requests when appropriate.
• Manage a high volume of requests across multiple clients and jurisdictions.
• Prioritize work based on deadlines, aging requests, and workflow queues.
• Maintain strong phone communication and professional call handling.
• Handle sensitive personal and medical information in accordance with HIPAA and company policies.
• Maintain accuracy and consistency while meeting team productivity and turnaround expectations.

Required Qualifications

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Professional and confident phone communication.
• Excellent attention to detail and organizational skills.
• Ability to manage high-volume, process-driven work consistently.
• Ability to work independently and balance competing priorities.
• Strong follow-through and problem-solving skills.

Preferred Qualifications

• Previous experience in record retrieval, legal support, healthcare administration, or administrative workflows.
• Experience managing multiple clients or accounts simultaneously.
• Familiarity with databases, case-management platforms, or workflow-management systems.

What Success Looks Like:

Within your first 90 days, you should be able to confidently manage assigned request queues, maintain accurate documentation, complete timely facility follow-ups, meet turnaround expectations, and proactively address issues that could delay retrieval.

Retrēv offers a full benefits package, including:

• Health insurance
• Vision insurance
• Paid time off

Join Retrēv and help us keep cases moving forward.