Medical Records & Referral Coordinator (Remote)

About the role

The Medical Records & Referral Coordinator at Herself Health 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.

Responsibilities

• Receive and manage ROI requests initiated by clinic staff
• Review ROI documentation for completeness and HIPAA compliance
• Maintain organized tracking workflows to prevent gaps in care
• 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
• 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)
• Avoid gaps in care by ensuring all records are properly managed and tracked
• 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

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

Qualifications

• Must-have qualifications: High school diploma or equivalent, 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 qualifications: Experience with Release of Information (ROI) workflows, Experience coordinating referrals or care transitions, Familiarity with multi-site clinic operations or value-based care models

Skills

• Strategic prowess
• Ability to use data to build best practices and implement great ideas

Benefits

We support Equal Employment Opportunities (EEO). We are committed to an inclusive workplace. We do not discriminate based on race, religion, color, national origin, gender identity or expression, age, marital status, veteran status, disability status, parental status, political affiliation, or any other status protected by federal, state, or local laws. All employees of Herself Health are expected to fully understand and abide by the practice's compliance policies and procedures. Employees are provided training upon hire and annually and regularly notified of changes as needed. It is expected that all employees will report any suspected violations of any federal or state laws to their direct supervisor, Human Resources, or the Compliance Officer.

Pay

Compensation is commensurate with experience.

Schedule

Hours are flexible to accommodate the needs of the clinic and the individual.