Medical Records & Referral Coordinator (Remote)

Job Description

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-have

• 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

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