Medical Records Retrieval and Review Specialist

We are seeking a Nurse Practitioner (NP) or Physician Assistant (PA) to
retrieve, track, and review medical records for our clinical research studies. The role supports timely
access to records needed for screening, study visits, adverse events, and serious adverse events.
The successful candidate will combine careful clinical record review with persistent follow-up and
accurate documentation. We provide training on our study procedures; prior clinical research
experience is not required.

Key Responsibilities

• Identify and track records needed across multiple patients and studies.
• Request records from hospitals, physician offices, laboratories, and other facilities, and

follow up until they are received.

• Maintain an accurate tracker of requests, follow-ups, received records, deadlines, and

outstanding items.

• Check records for completeness, legibility, correct patient information, and relevant

dates of care.

• Review and summarize documented diagnoses, medications, procedures, laboratory

results, hospitalizations, and other information relevant to the study team’s request.

• Identify missing pages, conflicting information, or findings requiring clarification, and

escalate them to the appropriate study team member.

• Prioritize records needed for eligibility review or safety reporting and promptly

communicate delays.

• Upload, label, and file records in approved study systems according to site procedures.
• Communicate clear status updates to coordinators and designated clinical reviewers.
• Handle patient information confidentially and follow company privacy and security

procedures.
Clinical assessments and documentation will be limited to the duties approved for this role.
Final study eligibility and medical decisions remain with the authorized study team.

Qualifications

• Nurse Practitioner (NP) or a Physician Assistant (PA).
• Strong medical record review skills, organization, follow-through, and attention to detail.
• Ability to identify relevant documented information and clearly communicate questions or

concerns.

• Comfortable contacting healthcare facilities and following up professionally on outstanding

requests.

• Ability to manage multiple requests and deadlines across several studies.
• Proficiency with electronic records, spreadsheets, email , and document systems.
• Clear written and spoken English for communication with U.S.-based facilities and study

teams.

• Availability for an agreed schedule that overlaps U.S. Pacific Time business hours.
• Clinical research or clinical trial site experience. (Preferred but not required)
• Experience obtaining records from U.S. healthcare facilities. (Preferred but not required)
• Familiarity with study screening, safety documentation, or electronic study systems.

(Preferred but not required)