Record Retrieval Supervisor

Retrēv, LLC; Pensacola (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Retrēv is seeking an experienced Retrieval Supervisor to lead the day-to-day operations of our Retrieval team, ensuring medical record requests are processed accurately, efficiently, and in line with client requirements and privacy standards.

The role provides hands-on leadership to retrieval staff, monitors workflows, resolves escalated issues, and collaborates with other departments to keep cases moving forward. Exceptional communication and problem-solving are essential for success.

Qualifications

• Experience in medical record retrieval or healthcare operations.
• Strong organizational and time-management skills.
• Ability to manage deadlines and high-volume workflows.
• Strong written and verbal communication skills.
• Knowledge of HIPAA and confidentiality standards.
• Familiarity with records request documentation.

Responsibilities

• Supervise daily work of team members responsible for medical record retrieval.
• Monitor request progress, provider follow-up activity, communications, and completion timelines.
• Ensure team members meet productivity, quality, and turnaround expectations.
• Train, coach, and support employees on retrieval procedures, client requirements, and best practices.
• Provide clear direction, feedback, and accountability to team members.
• Assist with escalated provider issues, delayed requests, and complex retrieval matters.
• Identify workflow challenges and opportunities to improve efficiency.
• Prioritize departmental workloads based on volume, urgency, and client needs.
• Maintain accurate status updates, documentation, and notes within internal systems.
• Coordinate with leadership, Review, Claimant Support, client firms, and other departments to resolve issues and keep cases moving.
• Work with leadership to address staffing needs, service concerns, process bottlenecks, and periods of increased volume.
• Help manage professional relationships with provider offices and outside vendors.
• Ensure team compliance with HIPAA, confidentiality requirements, company procedures, and client-specific expectations.
• Support employee development by identifying training needs and helping team members improve their skills, consistency, and performance.

Skills

Leadership

Communication

Time management

Problem-solving

Attention to detail

Job description

Retrēv provides specialized litigation support services that help law firms spend less time managing administrative casework and more time advancing their clients’ cases. Our team supports legal professionals through critical workflows such as record retrieval and related case-support services, with a strong focus on accuracy, communication, efficiency, and dependable service. At Retrēv, we value professionals who take ownership of their work, communicate clearly, solve problems proactively, and remain committed to delivering high-quality results for our clients.

About the Role

Retrēv is seeking an experienced and highly organized Retrieval Supervisor to lead the day-to-day operations of our Retrieval team.

The Retrieval Supervisor is responsible for ensuring medical record requests are processed accurately, efficiently, and in accordance with client requirements, company procedures, and applicable privacy standards. This role provides hands‑on leadership to retrieval staff, monitors workflows and performance, resolves escalated issues, and works closely with other departments to keep requests and cases moving forward. The ideal candidate is a strong communicator and problem‑solver who can confidently lead a high-volume team while maintaining accuracy, accountability, and excellent service.

What You’ll Do

• Supervise the daily work of team members responsible for medical record retrieval.
• Monitor request progress, provider follow‑up activity, communications, and completion timelines.
• Ensure team members meet productivity, quality, and turnaround expectations.
• Train, coach, and support employees on retrieval procedures, client requirements, and best practices.
• Provide clear direction, feedback, and accountability to team members.
• Assist with escalated provider issues, delayed requests, and complex retrieval matters.
• Identify workflow challenges and opportunities to improve efficiency.
• Prioritize departmental workloads based on volume, urgency, and client needs.
• Maintain accurate status updates, documentation, and notes within internal systems.
• Coordinate with leadership, Review, Claimant Support, client firms, and other departments to resolve issues and keep cases moving.
• Work with leadership to address staffing needs, service concerns, process bottlenecks, and periods of increased volume.
• Help manage professional relationships with provider offices and outside vendors.
• Ensure team compliance with HIPAA, confidentiality requirements, company procedures, and client‑specific expectations.
• Support employee development by identifying training needs and helping team members improve their skills, consistency, and performance.

Required Qualifications:

• Experience in medical record retrieval, healthcare operations, legal support, or a similar administrative workflow environment.
• Strong organizational and time‑management skills.
• Ability to manage deadlines and high‑volume workflows.
• Strong written and verbal communication skills.
• Strong problem‑solving and issue‑resolution abilities.
• Familiarity with medical provider follow‑up processes and records request documentation.
• Knowledge of HIPAA and confidentiality standards.

Preferred

• Previous lead or supervisory experience.
• Ability to communicate effectively with internal departments, client firms, providers, and outside partners.
• Experience providing updates, feedback, or performance reporting to leadership.

A Retrieval Supervisor will:

• Maintain an organized and productive Retrieval team.
• Ensure requests progress efficiently and minimize avoidable delays.
• Provide employees with clear direction, support, and accountability.
• Maintain timely and accurate service for our law firm partners.
• Proactively identify and resolve workflow issues.
• Foster clear and responsive communication across departments.
• Help create a consistent, efficient, and accountable team environment.

Ready to lead a team that helps keep cases moving forward? Join Retrēv.