Records Retrieval Specialist

ADP, Inc.; Tampa (FL); On-site; USD 38,000 - 60,000; Full time

Job summary

American Retrieval is seeking a Records Retrieval Specialist II in Tampa, FL. You will manage and expedite medical and legal record requests while ensuring accuracy and timely follow‑up.

The role emphasizes exceptional client service, meticulous documentation, and efficient data entry. A background of 3–5 years in customer service or records retrieval is preferred, with a high school diploma required.

Qualifications

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

Responsibilities

• Proactively contact record custodians, healthcare facilities, and providers to obtain requested records.
• Serve as a primary client contact for order status and record requests; build professional relationships.
• Accurately enter and maintain record request information in company systems; track orders.
• Communicate status updates to clients and resolve issues related to orders and documentation.
• Participate in special projects and adhere to policies, quality standards, and compliance.

Skills

Customer service

Communication

Organization

Problem-solving

Microsoft Office

Data entry

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:Tampa, FL
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