Records Retrieval Specialist

U.S. Legal Support; Philadelphia (Philadelphia County); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical/Dental/Vision Insurance

401(k) with Company Match

Paid Time Off

Company-Paid Life Insurance

Employee Assistance Program

Ongoing Training

Job summary

American Retrieval in Philadelphia, PA, part of U.S. Legal Support, is seeking a Records Retrieval Specialist II to manage medical and legal record requests with accuracy and timeliness.

You will serve as the primary client contact, coordinate with custodians and facilities, and ensure detailed documentation while maintaining high service standards in a fast-paced environment.

Qualifications

• 3–5 years of customer service, client support, or records retrieval experience.
• Experience in legal services, healthcare, medical records, insurance, or related industries preferred.
• High School Diploma or equivalent required.
• Associate degree preferred.

Responsibilities

• Proactively contact record custodians, healthcare facilities, and other providers to obtain requested records.
• Monitor outstanding requests and expedite retrieval.
• Enter and maintain record request information in company systems.
• Track orders and update databases; maintain organized documentation of account activity.
• Provide excellent client service and respond to inquiries.

Skills

Customer service

Attention to detail

Multitasking

Analytical thinking

Microsoft Office

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office

Job description

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.

American Retrieval | Full-Time

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.


• Associate degree preferred.

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.

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