Chart Retrieval Specialist VA
A chart retrieval specialist who tracks down and secures medical records from provider offices for risk adjustment, HEDIS, audits and legal cases. Records arrive complete and on time, with every request logged and every follow-up done.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
A Chart Retrieval Specialist VA obtains medical records from provider offices, hospitals and health systems for projects such as HEDIS, risk adjustment, audits and legal matters. They can manage request lists, follow up outstanding charts, check records for completeness and upload them to the appropriate system. Outsource Teams provides top 1% vetted talent with medical records retrieval experience, no lock-in contracts and a replacement guarantee.
Responsibilities
- Work assigned retrieval lists, contacting provider offices, hospitals and health systems by phone, fax, email and portal to request patient charts.
- Confirm the correct record custodian, authorisation form and preferred delivery method for each site and log it for future projects.
- Follow up persistently on outstanding requests with a clear cadence until the record is received or formally refused.
- Review received charts for completeness against the request (date ranges, provider, document types) and request missing pages.
- Upload and index retrieved records into the client's retrieval platform or document system with correct member and provider identifiers.
- Schedule and coordinate remote EMR access retrievals where a provider allows direct access.
- Track daily productivity, retrieval rates and reasons for non-retrieval, and report progress against project deadlines.
- Maintain accurate provider contact databases and escalate unresponsive or refusing sites to the project lead.
- Handle all records under HIPAA and the client's chain-of-custody procedures.
Software & Tools
Requirements
- At least 5 years of chart retrieval, release of information or medical records experience, ideally on HEDIS or risk-adjustment projects.
- Familiar with retrieval platforms and health information systems such as Ciox, Datavant, Epic, Cerner and eClinicalWorks.
- Confident on the phone with busy provider offices, with polite persistence and clear business English.
- Understands HIPAA permitted disclosures for payment, treatment and operations and the documentation required for each request type.
- Highly organised, with the ability to manage hundreds of open requests and follow-up dates without dropping any.
- Comfortable with fax, e-fax and secure file transfer tools and accurate high-volume data entry.
- Reliable high-speed internet and backup power, working US business hours when provider offices are open.
Frequently Asked Questions
How do they retrieve records?
They can contact provider offices by phone, fax, email or portal and track each request through to receipt or formal refusal. Healthcare VA Listings
Can they check records for completeness?
Yes. They can review received charts against the requested dates, providers and document types and follow up for missing pages.
What systems can they use?
They can work with Epic, Cerner, athenahealth, Adobe Acrobat and Microsoft Excel.
How experienced are the candidates?
Candidates are expected to have at least five years of chart retrieval, release-of-information or medical records experience.
How much does it cost?
Rates are listed in USD at $7 per hour for entry-level talent, $9 per hour for intermediate and $12 per hour for senior talent. Both full-time and part-time options are available.
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