Records Retrieval Specialist

U.S.-Legal-Suppor; Philadelphia (Philadelphia County); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with Company Match

Paid Time Off

Paid Holidays

Life Insurance

Employee Assistance Program

Training & Development

Job summary

American Retrieval in Philadelphia, PA, is seeking a Records Retrieval Specialist II to manage and expedite medical and legal record requests, ensuring accuracy and timely follow-up. This onsite role supports clients with proactive communication and precise data handling.

Responsibilities include contacting custodians, tracking orders, maintaining documentation, and delivering excellent customer service while resolving questions.

Qualifications

• High School Diploma or equivalent required.
• 3–5 years of customer service, client support, account management, or records retrieval experience 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 documentation of all activity.
• Communicate status updates to clients; resolve questions and concerns.
• Participate in projects and support process improvements.

Skills

Customer service

Communication

Organization

Attention to detail

Multitasking

Analytical thinking

Microsoft Office

Data entry systems

Team collaboration

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 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