Referrals and Medical Records Manager

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At Claremedica, exceptional is the standard. Driven by our purpose to enhance the lives of seniors in the communities where we work, live, and play, the Claremedica team is comprised of the brightest and best in their fields of expertise. From clinical excellence to unparalleled administrative support and beyond, we’re working together to help seniors live happier, healthier, fuller lives. That teamwork and passion for excelling can only exist in a workplace that fosters employees’ growth and wellness and realizes their full potential and value.

We’re excited about great people like you and are even more excited to support you with resources, training, benefits, competitive compensation, and more to help you thrive and succeed in our communities. Opportunity awaits – welcome to Claremedica.

The Manager of Medical Records and Referrals oversees the integrity, accuracy, and confidentiality of patient health records and referral processes across the organization. This role ensures compliance with HIPAA and other regulatory requirements, leads a team responsible for managing documentation and coordinating referrals, and works closely with clinical and administrative teams to support high-quality, timely patient care.

• Oversee the management, storage, and retrieval of electronic and paper medical records.
• Supervise the referrals department to ensure timely processing of incoming and outgoing referrals.
• Ensure strict adherence to HIPAA regulations and internal confidentiality policies.
• Develop and enforce protocols for health information documentation, record retention, and release of information.
• Monitor workflow and performance metrics for the medical records and referral teams.
• Coordinate with clinical teams to ensure completeness and accuracy of documentation for patient care and referrals.
• Train and mentor staff on best practices for recordkeeping and referral coordination.
• Serve as point of contact for audits, surveys, and compliance reviews related to medical records.
• Implement and optimize use of electronic medical record (EMR) systems.
• Identify areas for process improvement and lead initiatives to enhance efficiency and accuracy.
• Maintain knowledge of relevant laws, standards, and technology in health information management.

• This position does not have supervisory responsibilities.

• Associate’s or Bachelor’s degree in Health Information Management, Healthcare Administration, or related field required.
• 3–5 years of experience in medical records management, referrals coordination, or health information systems.
• At least 2 years in a supervisory or management role.
• Strong knowledge of HIPAA and regulatory requirements related to health records and referrals.
• Proficiency with EMR systems (e.g., eClinical
  
  Works, Epic, or similar).
• Excellent organizational, analytical, and communication skills.
• Ability to manage a team, delegate tasks, and resolve workflow issues efficiently.
• High attention to detail and strong problem‑solving ability.
• Bilingual in English and Spanish preferred.