Medical Records & Referral Coordinator (Remote)

Herself Health • Remote, MN, MN

1d • Remote

About The Position

The Medical Records & Referral Coordinator is responsible for managing medical records workflows and coordinating outgoing referrals to ensure timely, accurate, and compliant patient care. This role oversees Release of Information (ROI) processes, tracks incoming and outgoing records, coordinates specialty referrals, and ensures completion of the care continuum within the EMR. The position supports providers and clinical teams by maintaining organized, efficient workflows that promote continuity of care and HIPAA compliance.

Requirements

• Authorized to work in the United States
• High school diploma or equivalent required
• 1–3 years of experience in healthcare, medical records, or referral coordination
• Experience with EMR systems (Athena preferred)
• Knowledge of HIPAA and medical records processes
• Strong organizational skills and attention to detail

Nice To Haves

• Experience with Release of Information (ROI) workflows
• Experience coordinating referrals or care transitions
• Familiarity with multi-site clinic operations or value-based care models

Responsibilities

• Receive and manage ROI requests initiated by clinic staff
• Review ROI documentation for completeness and HIPAA compliance
• Monitor and manage Medical Records inbox within the EMR
• Ensure all releases meet regulatory and organizational requirements
• Submit records requests to hospitals, specialists, and external organizations
• Maintain documentation of all outgoing requests and communications
• Ensure requests are processed accurately and in a timely manner
• Track all outstanding records requests to completion
• Perform routine follow-up with external facilities
• Escalate delays or issues to Clinic Manager as needed
• Maintain organized tracking workflows to prevent gaps in care
• Receive and review incoming medical records
• Verify records are complete and matched to the correct patient chart
• Upload documents to EMR and route to appropriate provider or staff
• Ensure providers are notified promptly when records are received
• Maintain strict confidentiality of all patient information (HIPAA compliance)
• Ensure accurate documentation of all records activity in the EMR
• Support audits, chart prep, and records-related quality initiatives
• Track outgoing referrals to ensure completion
• Coordinate with specialists and confirm patient scheduling
• Obtain consult notes and ensure documentation in patient chart
• Partner with clinical teams to close referral loops

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED