Who We Are
Brolly Labs, now rebranded as CatalyzeX, is a business process outsourcing specialist that combines process expertise with top offshore talent, delivering the best value outcomes for its clients.
What We're Looking For
Were looking for an experienced Medical Records Retrieval Specialist who is bold, assertive, and relentless in getting results. You know how to navigate complex retrieval processes, push through delays, and handle unresponsive facilities with confidence. If you're organized, phone-savvy, and detail-oriented, we want to hear from you.
Who You Are
- Minimum of 2 years of hands-on experience in medical records retrieval, ideally supporting law firms or legal cases.
- Proven ability to handle pushback from facilities and persistently follow up until documents are received.
- Strong communication skills: assertive, confident, and effective on the phone.
- Excellent organizational and administrative abilities; able to juggle multiple requests, prioritize follow-ups, and stay detail-oriented.
- Familiarity with ROI (Release of Information) portals such as ChartSwap, MRO, Sharecare, CIOX, or similar.
- Proficient in case management tools, spreadsheets, document tracking systems, and general productivity software.
- Solid understanding of HIPAA compliance and best practices for handling PHI (Protected Health Information).
What You'll Do:
As a Medical Records Request Agent, you will:
- Prepare and submit records requests on behalf of law firms, ensuring proper documentation is included and complete.
- Send faxes or upload documents to facilities or through ROI portals depending on their process.
- Call medical facilities and hospitals to follow up on requests, clarify missing info, and handle delays with persistence.
- Push back when needed, ask the right questions, and escalate unresponsive or difficult cases to ensure progress.
- Track and update all request statuses in internal systems, maintaining thorough and accurate documentation.
- Keep law firm clients informed by providing updates, acknowledging new requests, and responding to inquiries quickly and professionally.
- Review and organize received records to ensure theyre complete, correct, and ready for legal teams.
- Maintain confidentiality and security of all information, strictly following HIPAA and internal privacy policies.
Technical Requirements
Internet connection: High-speed internet required — minimum 20 Mbps or fiber connection
Computer / laptop: Employees must use a genuine, supported business laptop with built-in hardware security and full-disk encryption enabled. Unsupported, modified, bypass-installed, rooted, or jailbroken operating systems are not permitted.
- Windows: Windows 11 (preferably Windows 11 Pro), 2021 model or newer, with TPM 2.0 enabled and BitLocker / Windows Device Encryption turned on
- Mac: Apple MacBook / Mac, 2020 model or newer, preferably Apple Silicon M1 or newer, running a supported macOS version with FileVault enabled
- Not permitted: Chromebooks (ChromeOS), tablets, and mobile devices are not supported and cannot be used for this role
RAM: Minimum 8 GB (16 GB preferred)
Noise-canceling headset
Power and internet backup required
Dedication:
- We need someone dedicated to work for this client alone. If you have other full-time commitments that may conflict during business hours, please do not apply.
- Please be aware that subcontracting work to other virtual assistants is prohibited due to HIPAA compliance requirements.
If you're eager to seize this opportunity and ready to leave your mark, please submit your application through our Careers Page. Note that only applications submitted using the career page form will be considered. Thank you.
Originally posted on