[Hiring] Medical Records Retrieval Specialist @Pearl

Role Description

The Medical Records Retrieval Specialist plays a critical role as the first step in the medical records request lifecycle. This position is responsible for ensuring that every request is complete, accurate, and compliant before moving downstream. The role requires strong attention to detail, experience with legal medical records requests, and the ability to resolve ambiguity through research and proactive communication. This is an execution-heavy, process-driven role with direct impact on retrieval speed and service quality. Candidates who thrive here are highly organized, precise, and comfortable working in detail-intensive environments.

Your Impact

• Directly influence the speed and accuracy of medical records retrieval by ensuring requests are correctly prepared from the start.
• Reduce provider rejections, minimize downstream rework, and improve overall turnaround times.
• Contribute to higher client satisfaction by maintaining compliance and documentation quality.
• Help scale operations while maintaining high accuracy standards through attention to detail and proactive issue resolution.

Core Responsibilities

• Provider Research & Identification – 40%
  • Identify all medical providers involved in a client’s treatment beyond the initially submitted facility.
  • Research billing providers and related entities using provider portals, historical requests, and direct outreach.
  • Accurately document and add all identified providers into internal admin systems.
• Request Creation & Quality Control – 35%
  • Review incoming Release of Information (ROI) forms and correct missing or incorrect information.
  • Create clean, accurate base forms prior to generating submission packets.
  • Perform detailed QA checks to ensure provider-specific compliance and completeness.
• Request Assignment & Workflow Coordination – 15%
  • Assign requests to appropriate records team members based on workload and utilization.
  • Ensure smooth handoff to downstream teams with clear and complete documentation.
• Edge Case Management & Escalation – 10%
  • Identify non-standard provider requirements and escalate issues appropriately.
  • Resolve conflicting or missing information through coordination with law firm case managers and internal teams.

Qualifications

• Prior experience requesting medical or health records from providers on behalf of law firms.
• Exceptional attention to detail with strong compliance and accuracy standards.
• Proficiency in PDF editing, merging, and form correction.
• Strong written and verbal English communication skills.
• Proactive, problem-solving mindset with comfort handling incomplete or ambiguous inputs.

Requirements

• Must-Haves (Required):
  • Adobe Acrobat
  • PDF editing and document management tools
  • Email
  • Internal messaging tools
  • Internal admin or request management systems
• Nice-to-Haves (Preferred):
  • Chartswap
  • CRM systems
  • Legal case management systems

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide

Our Recruitment Process

• Application
• Screening
• Top-grading Interview
• Skills Assessment
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.