Medical Records Retrieval Supervisor

Job Summary

We are seeking an experienced and motivated Medical Records Retrieval Supervisor to lead a team responsible for securing timely, accurate, and complete medical records from healthcare providers nationwide. This role supports case progression by ensuring efficient record acquisition, strong provider relationships, and adherence to HIPAA and confidentiality requirements.

The ideal candidate combines operational leadership with a deep understanding of records retrieval processes, provider follow-up strategies, and workflow management. This person will mentor team members, oversee service levels, resolve complex retrieval challenges, and continuously improve processes that drive department performance and client satisfaction.

Key Responsibilities

• Supervise the daily work of retrieval staff handling medical record requests.
• Monitor request progress, follow-up activity, provider communication, and completion timelines.
• Ensure retrieval staff meet productivity, quality, and turnaround expectations.
• Train, coach, and support team members on retrieval processes, firm requirements, and best practices.
• Assist with escalated provider issues, delayed requests, and complex retrieval matters.
• Coordinate with review, claimant support, leadership, firms, and other departments as needed.
• Track team performance, identify workflow improvements, and help prioritize work across the department.
• Support accurate status updates, notes, and documentation in internal systems.
• Collaborate with leadership on service issues, staffing needs, process bottlenecks, and support delegation during heavy volume.
• Manage professional relationships with outside vendors and provider offices to support timely retrieval and issue resolution.
• Ensure compliance with HIPAA, confidentiality requirements, firm-specific expectations, and company procedures.

What Success Looks Like

• Gain a thorough understanding of retrieval workflows, provider networks, and department performance expectations.
• Establish credibility and strong working relationships with team members and cross-functional partners.
• Improve visibility into retrieval status and reduce aging requests.
• Drive accountability for follow-up schedules, documentation quality, and productivity expectations.
• Maintain high standards of HIPAA compliance and records management accuracy.
• Identify and implement opportunities to improve retrieval turnaround times and overall department efficiency.