Medical Records Retrieval Specialist (Talent Pooling)

Brolly Labs dba CatalyzeX is a business process outsourcing specialist that combines process expertise with top offshore talent, delivering value outcomes for clients. They are seeking an experienced Medical Records Retrieval Specialist to handle complex retrieval processes, push through delays, and manage unresponsive facilities.

Location: Remote (Philippines)

Salary: 39,000 PHP – 40,000 PHP Monthly

Responsibilities

• Prepare and submit records requests on behalf of law firms, ensuring proper documentation is included and complete.
• Send faxes or upload documents to facilities or through ROI portals depending on their process.
• Call medical facilities and hospitals to follow up on requests, clarify missing info, and handle delays with persistence.
• Push back when needed, ask the right questions, and escalate unresponsive or difficult cases to ensure progress.
• Track and update all request statuses in internal systems, maintaining thorough and accurate documentation.
• Keep law firm clients informed by providing updates, acknowledging new requests, and responding to inquiries quickly and professionally.
• Review and organize received records to ensure they are complete, correct, and ready for legal teams.
• Maintain confidentiality and security of all information, strictly following HIPAA and internal privacy policies.

Requirements

• Minimum of 2 years of hands-on experience in medical records retrieval, ideally supporting law firms or legal cases.
• Proven ability to handle pushback from facilities and persistently follow up until documents are received.
• Strong communication skills: assertive, confident, and effective on the phone.
• Excellent organizational and administrative abilities; able to juggle multiple requests, prioritize follow-ups, and stay detail-oriented.
• Familiarity with ROI (Release of Information) portals such as ChartSwap, MRO, Sharecare, CIOX, or similar.
• Proficient in case management tools, spreadsheets, document tracking systems, and general productivity software.
• Solid understanding of HIPAA compliance and best practices for handling PHI (Protected Health Information).

Benefits

• Remote work setup.
• Full-time role.
• Rate: 39,000 PHP - 40,000 PHP Monthly.
• Timezone: Eastern or Pacific.

Additional Information

• Must be dedicated to work for this client alone; other full-time commitments that conflict during business hours are not suitable.
• Subcontracting work to other virtual assistants is prohibited due to HIPAA compliance requirements.
• High-speed internet (minimum 20 Mbps or fiber), a genuine business laptop with hardware security, noise-canceling headset, power and internet backup are required.