Job Overview:

Our client is looking for a Medical Records Retrieval Clerk with at least 2 years of experience retrieving medical records for a U.S. personal injury law firm. You will be responsible for obtaining complete medical records and itemized billing statements from hospitals, physicians, imaging centers, EMS providers, chiropractors, physical therapy clinics, pharmacies, and other healthcare providers.

The ideal candidate has extensive experience with HIPAA-compliant medical records retrieval, understands provider-specific processes, utilizes provider portals whenever possible, and proactively seeks cost-effective retrieval methods.

Schedule:

• Monday - Friday, 9:00 AM - 6:00 PM EST, Atlanta, GA, with 1 hour unpaid break (40 work hours per week)

Responsibilities:

Medical Records Retrieval

• Request complete medical records from healthcare providers throughout Georgia.
• Obtain itemized medical billing statements.
• Prepare and submit HIPAA-compliant medical authorization forms.
• Upload authorizations to provider portals.
• Retrieve records using electronic provider portals whenever available.
• Request radiology reports and diagnostic imaging discs as needed.
• Obtain ambulance, EMS, fire department, emergency room, hospital, chiropractic, physical therapy, pharmacy, and physician records.
• Verify that received records are complete and legible.
• Identify missing records or pages and request supplemental documentation.
• Follow up consistently with providers until all requested records are received.
• Escalate delayed requests when necessary.
• Maintain accurate request logs and expected completion dates.
• Organize and maintain electronic case files.
• Update the firm's case management and tracking systems.
• Coordinate with attorneys and paralegals regarding outstanding requests.
• Maintain strict HIPAA compliance and confidentiality standards.

Cost Reduction Responsibilities

A key objective of this position is to reduce medical records retrieval costs while maintaining efficiency and turnaround times.

• Utilize provider portals instead of third-party retrieval vendors whenever possible.
• Request electronic records to eliminate unnecessary copy fees.
• Download records directly from provider portals.
• Identify providers offering free electronic downloads.
• Utilize patient portals when appropriate.
• Avoid duplicate record requests.
• Coordinate directly with medical records departments to reduce processing fees.
• Research and implement lower-cost retrieval options.

Requirements:

• Minimum 2 years of experience retrieving medical records for a U.S. personal injury law firm.
• Experience preparing and submitting HIPAA authorizations.
• Experience requesting records from hospitals, physicians, imaging centers, and specialty providers.
• Experience obtaining medical billing records.
• Strong understanding of U.S. healthcare documentation and medical records workflows.
• Experience communicating professionally with U.S. healthcare providers.
• Excellent verbal and written English communication skills.
• Exceptional organizational and time management skills.
• Ability to manage a high volume of open medical records requests simultaneously.
• High level of accuracy and attention to detail.
• Ability to work independently with minimal supervision.

Qualifications:

Preferred Qualifications:

Candidates with experience using the following will be highly preferred:

• Hospital & Provider Portals: Epic MyChart, Care Everywhere, Cerner Portals, MyHealth Portals, MyChart
• Medical Records Vendors: CIOX / Datavant, MRO, Sharecare, ChartSwap, HealthMark Group, Verisma
• Software & Technical Skills: Microsoft Outlook, Microsoft Word, Microsoft Excel, Adobe Acrobat Pro, PDF editing and organization, Electronic fax systems, Secure file-sharing platforms (Dropbox), Document management systems

Nice-to-Have Qualifications:

• Knowledge of Medicare liens
• Experience with Letters of Protection (LOPs)
• Experience retrieving workers' compensation records
• Experience retrieving pharmacy records
• Experience obtaining diagnostic imaging
• Experience requesting pathology records
• Knowledge of subpoena compliance
• Familiarity with Georgia healthcare providers and hospital systems

Key Performance Indicators (KPIs) - Success in this role will be measured by:

• Number of medical records requests completed
• Average turnaround time
• Follow-up consistency
• Accuracy and completeness of retrieved records
• Percentage of complete records received on the first request
• Reduction in medical records retrieval costs
• Organization and accuracy of digital case files
• Professional communication with healthcare providers

Ideal Candidate - You are someone who:

• Has previous experience working in a U.S. personal injury law firm.
• Meets the structural demands of the end-to-end medical records retrieval process.
• Works independently with minimal supervision.
• Is persistent and proactive when following up with healthcare providers.
• Thrives in a fast-paced, deadline-driven environment.
• Enjoys organizing large volumes of documentation.
• Takes ownership of assigned cases.
• Continuously looks for ways to improve efficiency and reduce costs.
• Pays exceptional attention to detail.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.