Retrieval Specialist I

Requisition ID
# of Openings
General and Administration
US-CA-Loma Linda


ABI Document Support Services is the largest nationwide provider of records retrieval, subpoena services, and document management for the legal and insurance industries. There is no other company in the market that provides the volume of successfully retrieved records or the document management solutions that ABI offers. Our singular focus is records retrieval and the most advanced technology solutions for our clients to manage, analyze and summarize those retrieved records. We are committed to continually raising the bar for cost effective record retrieval and more thorough analysis and summarization.


The primary objective of a Retrieval Specialist would be calling physicians offices and hospitals to request medical records.  All communication with facilities is documented both by paper and within our in-house computer system. 


ABI offers a fast-paced team atmosphere with competitive benefits, paid time off, and 401k. 


Essential Functions - All

  • Call and establish the lines of communication with custodians of record based on order priority
  • Make regular and persistent phone calls and/or other means of contact with each custodian to complete each order timely
  • Escalate the level of communication (intensity) with custodian as order approaches due date and send proper notices to each location to elicit production of records in accordance with ABI procedure
  • Enter viewable and non-viewable updates into the ABI computer system to document all conversations with custodians, all progress of orders, and all tracking of orders. (documented due diligence)
  • Maintain an organized rotation of all work orders in possession to ensure orders are called according to priority (generally by due date)
  • Provide quality control for all incoming records when matching to a work order. (i.e. record subject identifying information and type of records requested vs. what was received)
  • Schedule field jobs accurately and completely. Each appointment requires information verification (address, copy times, contact name). (All items being requested by client should be expressed to custodian prior to setting appointments)
  • Report daily productivity numbers to immediate supervisor through accurate and consistent maintenance of the ABI spreadsheet
  • Route work orders to appropriate departments in a timely manner

Marginal Functions

  • Create offsite orders accurately after verifying all information.
  • Close and forward orders when necessary
  • Enter all film breakdowns accurately per ABI protocol


Educational Requirements

  • High school graduate and/or GED equivalent. Some college desirable but not required.

Experience Requirements

  • Prior work experience in customer service, a call center, medical, legal, or insurance claims office.
  • Level II requires 1 year within a Document Retrieval position and/or equivalent experience.

Skills and Abilities

  • Good understanding of the organization’s goals and objectives.
  • Excellent telephone communication skills.
  • Highly self motivated and self directed.
  • Ability to absorb new ideas and concepts quickly.
  • Introductory analytical, problem-solving abilities and decision making abilities.
  • Ability to effectively prioritize and execute tasks in a high-pressure environment.
  • Introductory written, interpersonal and organizational skills.
  • Some understanding of the internal processes of medical facilities and med-legal terminology.
  • Multi-tasking skills essential
  • Ability to type 35 wpm
  • Bi-lingual a plus

ABI is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to protected veteran status, qualified individuals with disabilities and all individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age or any other status protected under local, state or federal laws.


Equal Opportunity Employer - Minorities/Females/Disabled/Veterans


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