Medical Record Retrieval Specialist

Medica•,

12d•$41,300 - $70,800•Remote

About The Position

Medica’s Medical Record Retrieval Specialist collects, reviews, and manages medical records to support clinical reviews, quality programs, and regulatory audits. The role ensures records are obtained accurately and on time, in compliance with audit and privacy requirements. The specialist works with internal clinical and audit teams and external provider offices to resolve documentation gaps, track retrieval status, and maintain audit-ready records. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities. Other duties may be assigned. This is a remote position. Candidates must have a primary home address in a state where Medica is registered as an employer: AR, AZ, FL, GA, IA, IL, KS, KY, MI, MN, MO, ND, NE, OK, SD, TN, TX, VA, or WI. Medica does not offer work visa sponsorship; candidates must be legally authorized to work in the United States at the time of application. Employment is contingent on identity and work-eligibility verification. The full salary grade is $41,300–$70,800; the typical hiring range is $41,300–$61,950. Salary placement depends on factors including education, work experience, applicable certifications or licensure, position scope and responsibility, internal pay equity, and external market data. Compensation and benefits are subject to change. Medica is an Equal Opportunity employer.

Requirements

High school diploma or equivalent experience.
At least 2 years of experience in medical record retrieval, healthcare operations, clinical support, or a related field.
Proficiency with Adobe Acrobat and Microsoft Office, including Outlook, Excel, SharePoint, and Teams.
Ability to work remotely from a primary home address in a state where Medica is registered as an employer.
Legally authorized to work in the United States at the time of application; employment is contingent on verification of identity and work eligibility.

Nice To Haves

Excellent verbal and written communication skills.
Strong organizational, time-management, and communication skills.
Ability to manage multiple priorities independently.
Associate degree or higher in Health Information Management or a related field.
Experience with HEDIS, CMS Cost Audits, RADV, or other regulatory audits.
Familiarity with EHR systems such as Epic or Cerner and secure document exchange platforms.
Experience working with provider offices or HIM departments.
Knowledge of healthcare quality measures or regulatory documentation standards.

Responsibilities

Request and retrieve medical records from provider offices, health systems, vendors, and EHR platforms using phone, email, fax, portals, and approved systems.
Support HEDIS Hybrid Reviews, CMS Cost Audits, RADV, Data Validation, and other clinical or audit reviews.
Follow retrieval timelines, protocols, and escalation processes; identify and escalate missing, incomplete, or delayed records.
Review records for completeness, legibility, required date ranges, and relevance.
Identify documentation gaps and coordinate follow-ups with providers.
Validate records against audit and project requirements and work with clinical reviewers, auditors, and data teams to clarify documentation needs.
Upload, index, and organize records in designated systems; ensure accurate file naming, version control, and proper record association.
Track retrieval status, provider responses, and outstanding requests, and perform quality checks to ensure records are audit-ready.
Serve as a point of contact for providers regarding record requests and submissions; provide status updates to internal stakeholders.
Document outreach and escalation activities.
Handle protected health information in accordance with HIPAA, CMS, and organizational policies, using approved secure methods for record transmission and storage.
Perform other duties as assigned.