Medical Records & Referral Coordinator (Remote)

About Herself Health

Herself Health aims to revolutionize primary care for women aged 65 and older by addressing long-standing challenges such as rushed visits, prolonged waits, and generic care. Our patient-centered clinics located around Minneapolis/St. Paul specialize in post-menopausal health, bone density, weight management, and mental as well as emotional wellbeing.

Role Overview

The Medical Records & Referral Coordinator is essential to managing patient medical records and coordinating referrals efficiently. This involves handling Release of Information (ROI) processes, ensuring that both incoming and outgoing medical documents are complete, compliant, and delivered timely. The role supports clinical teams by maintaining organized workflows to facilitate continuous care and adherence to HIPAA regulations.

Key Responsibilities

• Manage ROI requests initiated within the clinical staff
• Ensure ROI documents are complete and comply with HIPAA standards
• Oversee medical records inbox within the electronic medical record (EMR) system
• Submit records requests to external providers, hospitals, and specialists
• Keep detailed documentation of all communications and outgoing requests
• Track and follow up on outstanding records requests
• Escalate delays to clinic management when necessary
• Receive, verify, and upload incoming medical records to the correct patient charts
• Notify providers upon receipt of records
• Maintain confidentiality and proper documentation within the EMR
• Support auditing, chart preparation, and quality review initiatives
• Coordinate specialty referrals and confirm patient appointments
• Ensure referral documentation is complete and collaborate with clinical teams to close referral loops

Required Qualifications

• Legal authorization to work in the United States
• High school diploma or equivalent
• 1 to 3 years' experience in healthcare, particularly in medical records or referral coordination
• Proficient with EMR systems, Athena experience preferred
• Understanding of HIPAA regulations and medical record management
• Excellent organizational skills and close attention to detail

Preferred Skills

• Hands-on experience with Release of Information processes
• Background in coordinating referrals or care transitions
• Exposure to multi-site clinic settings or value-based care environments

Equal Opportunity Statement

We actively support equal employment opportunity and foster an inclusive workplace environment. Discrimination based on protected classifications including race, gender identity, age, and veteran status among others is strictly prohibited.

Compliance Expectations

Employees must adhere fully to the organization's compliance policies and reporting procedures. Training on these policies is provided upon hiring, annually, and as updates arise. All staff are expected to report suspected violations to management or designated compliance personnel.

Location Note

Applications from candidates residing in Minnesota are preferred, but all individuals legally authorized to work in the US are encouraged to apply.