Medical Records Retrieval Expert
2 days ago
A dynamic and detail-oriented individual is required to join our team as a Medical Intake Specialist. This role plays a critical part in the medical records retrieval process, ensuring every intake request is accurate, complete, and optimized for downstream success.
The ideal candidate will thrive in a fast-paced environment where precision, accountability, and problem-solving are essential. They will possess strong communication skills and be able to manage multiple tasks simultaneously.
Responsibilities:- Provider Research & Identification
- Identify all relevant providers associated with a client's treatment, not just the main facility submitted by the law firm.
- Locate billing providers and related entities using tools such as Chartswap, prior requests, and direct provider calls.
- Ensure ≥90% case completion within assigned periods by accurately adding all identified providers to the request in the admin app.
- Request Creation & Quality Control
- Review and correct incoming ROIs (Release of Information forms), which are incomplete or inaccurate in most cases.
- Prepare accurate base forms and generate complete submission packets.
- Conduct thorough QA reviews of each ROI packet, ensuring cover letters, affidavits, and provider-specific requirements are correct.
- Maintain ≥95% documentation accuracy in both internal and client-facing notes, with 5–10% of cases reviewed weekly for compliance.
- Request Assignment & Escalation
- Assign requests to the appropriate records team member based on workload and utilization.
- Escalate special provider requirements or edge cases to the appropriate Client Success Manager (CSM).
- Ensure 100% of escalations are logged and resolved within 24 hours by coordinating with law firms' case managers to resolve missing or conflicting information.
- Team Support & Process Improvement
- Provide 100% coverage for urgent backup tasks such as payment processing or fax monitoring when needed.
- Contribute to at least one measurable process improvement per quarter (e.g., reducing turnaround times or streamlining workflow).
- Support training and onboarding of new team members, helping them reach ≥80% throughput benchmarks within 30 days.
- Ensure adherence to scheduling and leave management with accurate documentation.
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