Records Retrieval Specialist

ADP, Inc.; Philadelphia (Philadelphia County); On-site; USD 42,000 - 52,000; Full time

Job summary

American Retrieval, a U.S. Legal Support company, is seeking a detail-oriented Records Retrieval Specialist II to join our Philadelphia team onsite.

You will manage medical and legal record requests with accuracy and timely follow-up while delivering exceptional client service. Day-to-day duties include contacting custodians and providers, tracking orders, entering data, maintaining documentation, and serving as a primary client liaison.

Qualifications

• High School Diploma or equivalent required.
• 3-5 years of customer service, client support, or records retrieval experience.
• Proficiency with Microsoft Office and data entry systems.

Responsibilities

• Proactively contact record custodians, healthcare facilities, and other providers to obtain requested records.
• Monitor outstanding requests and expedite retrieval while ensuring accuracy and timeliness.
• Serve as a primary point of contact for clients regarding order status and record requests.

Skills

Customer service

Organization

Multitasking

Analytical thinking

Independence and teamwork

Data entry proficiency

Education

High School Diploma or equivalent

Tools

Microsoft Office

Data entry systems

Job description

3 days ago Requisition ID: 3867

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 Philadelphia, PA. 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.

Location: Philadelphia, PA – Onsite
Schedule: Monday - Friday | 8:00 AM - 5:00 PM

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, or records retrieval experience.
• Experience in legal services, healthcare, medical records, insurance, or related industries is preferred.

Knowledge, Skills & Abilities

• Strong customer service and communication skills.
• Excellent organization, attention to detail, and follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong analytical and problem-solving abilities.
• Proficiency with Microsoft Office and data entry systems.
• Ability to work independently and collaboratively within a team environment.

Physical Requirements

• Ability to remain seated and work at a computer for extended periods.
• Occasional lifting of up to 10 pounds.
• Ability to review detailed documents and data accurately.

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.

• 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