Medical Records Retrieval Specialist

DMO RECRUITMENT SERVICES is a specialized staffing and recruitment organization that connects U.S.-based companies with top-tier, remote talent in the Philippines. We help U.S. organizations scale efficiently by tapping into a highly skilled Filipino workforce known for exceptional communication skills, strong attention to detail, and proven cost efficiency—delivering high-quality, reliable support while significantly reducing operational overhead.

THE ROLE

• Submit Medical Record Requests: Send out Release of Information requests through fax, email, online portals, and provider-specific submission systems. Immediately confirm receipt.
• Persistent Follow-Up: Continuously check on the status of active requests via phone, email, or portal message. This role is highly phone-intensive — you must be comfortable calling providers for most of the day.
• Own Requests End-to-End: You are fully responsible for the progress of your assigned requests. If records are missing, incomplete, incorrect, or delayed, you take action immediately.
• Problem Solving & Escalation: If a provider is unresponsive or a submission pathway fails, find an alternative method to make progress. Escalate blocked or missing items to the CSM or appropriate team member.
• High-Quality Documentation: Log every call, follow-up, update, and status change with precision. Maintain organized, accurate records across a high volume of active requests.
• Collaboration with the Records Team: Work closely with other operational roles to resolve issues quickly, communicate bottlenecks, and ensure customer requests are fulfilled correctly.
• Process Feedback: Offer suggestions for improving our retrieval workflows, provider communication processes, and internal tools.

CORE COMPETENCIES

• Outstanding English Communication (Required): This role requires constant outbound calling. Clear, professional spoken English is absolutely essential.
• Persistence & Tenacity: You must be someone who does not quit — someone who will call again, try a different department, or find another pathway until you get the information you need.
• Exceptional Organization & Task Management: You will own hundreds of active requests at once. You must be able to track each one, follow up at the right times, and never let a request fall through the cracks.
• Multitasking Ability: Handle multiple providers, follow-ups, and updates concurrently while maintaining high accuracy.
• Attention to Detail: Ensure every submission is correct, complete, and professionally formatted. Small errors can cause major retrieval delays.
• Comfort with Technology: Use our proprietary internal tools, fax systems, email workflows, and portals with ease.
• Dependable & Process-Driven: You must follow structured workflows, provide timely updates, and escalate issues quickly.

PREFERRED CANDIDATES

We strongly prefer candidates with previous experience in medical record retrieval, particularly in legal-focused environments (PI, malpractice, insurance, or similar). Ideal candidates have experience such as:

• Calling medical records departments to follow up on requests
• Submitting records through hospital portals or fax systems
• Working with providers, HIM departments, or billing offices
• Understanding HIPAA-compliant record release processes

Experience with vendors (Datavant, MRO, CIOX/HealthPort, ChartSwap, Verisma, etc.) is a major plus.

INTERESTED CANDIDATES CAN SEN THEIR CVS TO dmo.recruiting@gmail.com