Record Retrieval Specialist

Gemini Legal is an industry-leading legal support company headquartered in Rocklin, California, dedicated to serving attorneys across the state. The Record Retrieval Specialist is responsible for coordinating and scheduling the retrieval of confidential records, ensuring compliance with HIPAA and other regulations while maintaining communication with external entities to facilitate timely record retrieval.

Responsibilities

• Meet and exceed departmental quality and productivity metrics, ensuring all performance standards are consistently achieved
• Demonstrate exceptional accuracy, consistency, and attention to detail across all work tasks to uphold data integrity and compliance
• Initiate and maintain communication with external entities (via phone, fax, email, or mail) to facilitate timely and accurate record retrieval
• Confirm receipt and validity of subpoenas, ensuring all accompanying documentation is properly reviewed, logged, and processed according to company and legal requirements
• Navigate and utilize multiple internal systems and databases to conduct comprehensive research and verify information efficiently
• Ensure prompt and accurate retrieval of records by proactively leveraging all available tools, resources, and relationships
• Coordinate and schedule Gemini process servers to retrieve records or deliver legal documents as needed, ensuring smooth operational flow
• Maintain a well-organized calendar, workflow, and workspace to support accuracy, efficiency, and accountability
• Review, validate, and process invoices for payment in a timely and accurate manner, maintaining strong attention to detail and adherence to company policies
• Demonstrate a thorough understanding of current departmental procedures and actively contribute to team knowledge sharing and training
• Identify and recommend process or departmental improvements, supporting a culture of innovation and continuous improvement
• Participate in departmental audits, including quality, metric, and compliance audits, ensuring accuracy and accountability of reported data
• Support and engage in Kaizen and other continuous improvement initiatives, helping streamline workflows and enhance performance
• Exhibit mastery of established processes and serve as a resource for peers, fostering collaboration and team development
• Take ownership of additional tasks and responsibilities as assigned, demonstrating flexibility and a proactive approach to evolving business needs

Skills

• High School Diploma or equivalent required
• Strong customer service orientation, demonstrates patience, professionalism, and responsiveness when interacting with clients, facilities, and third parties
• Strong verbal communication skills, able to handle high call volumes, manage sensitive conversations, and represent Gemini professionally in all interactions
• Professional written communication to produce clear, concise, and courteous correspondence via email, fax, and mail
• Conflict resolution and problem-solving, ability to effectively manage difficult or escalated calls with professionalism and tact
• Proficiency in researching, tracking, and updating records efficiently
• High attention to detail
• Works effectively with internal teams, departments, and external carriers/vendors
• Experience using a computer, business phone, office software, video conferencing, and other computer programs including Google Workplace (Docs, Sheets, Calendar, Gmail, etc.)
• Must be able to perform the essential functions of the position with or without accommodation, including, but not limited to: Sitting for at least one hour at a time (total: 6-8 hours/day), Keyboarding for extended periods of time (total: 4-6 hours/day), Using a phone with or without a headset for extended periods (total: 4-6 hours/day)
• 1+ years of customer service or call center experience preferred
• 1+ years of medical or legal office experience preferred

Benefits

• Comprehensive medical, dental, and vision coverage
• Generous paid time off, including PTO, sick leave, volunteer time, and paid holidays
• 401(k) plan with company match
• Tuition reimbursement program
• Employee Assistance Program and legal assistance benefit
• Company-paid annual charitable donation in your name
• Employee recognition program

Company Overview