About the role
As a Records Retrieval Coordinator, you will support Alaffia’s managed services team by ensuring timely retrieval and organization of medical records and documentation required for payment integrity reviews. You will be responsible for coordinating requests, following up with facilities and providers, tracking documentation status, and ensuring our internal teams have what they need to complete reviews efficiently.
This role is ideal for someone detail-oriented, proactive, and comfortable managing repetitive workflows with accuracy and urgency. You will play a critical part in powering our audit operations and helping health plan partners achieve meaningful cost savings.
What You’ll Do
Records Retrieval & Document Management
- Request medical records and supporting documents from providers, facilities, and partners
- Track, follow up on, and confirm receipt of required documentation
- Upload, organize, and label documents in internal systems for reviewer access
- Ensure completeness and accuracy of records prior to audit handoff
Workflow Execution
- Follow documented SOPs and escalation paths for unresponsive providers or missing information
- Maintain logs of record request statuses and turnaround times
- Monitor inboxes & portals for incoming documentation
- Communicate delays, bottlenecks, or risks proactively to the operations team
Operational Support
- Assist in preparing intake packets and organizing case files for review
- Support special projects related to documentation, record intake, and process optimization
- Partner with internal teams to improve record tracking and retrieval workflows
Who You Are
- 1–3 years of administrative, healthcare operations, medical records, or data entry experience
- Highly organized with strong attention to detail
- Excellent written and verbal communication skills
- Able to follow structured workflows and manage repetitive tasks with accuracy
- Comfortable navigating online portals, email, and shared drive tools
- Self-starter who can prioritize work and manage multiple record requests at once
- Experience in healthcare, medical billing, medical records, claims, or insurance preferred, but not required