Medical Records & Referral Coordinator

Job Description:

Medical Records and Referral Coordinator

Lead Medical Records & Referrals Coordinator oversee the administrative duties and operational efficiency of the Medical Records & Referrals department. They are responsible for processes and procedures that support medical records, referrals, data management, and resolving patient complaints. This is NOT a remote position.

• Maintains a transparent, effective relationship with the Regional Director of Operations and Medical Records & Referrals Manager by supporting the organization’s activities
• Completes timely and accurate data entry
• Oversees the department in the absence of the Manager
• Provides excellent customer service to patients, staff, partners, and visitors
• Contributes and enhances the positive image of the medical records & referrals department
• Assists patients and partners with referral processing, medical records requests, and other related inquiries
• Ensures and maintains an efficient departmental workflow
• Remains non-judgmental when engaging with patients
• Monitors critical data for analysis and report generation
• Ensures medical records are available to practitioners and clinical personnel upon request
• Knowledge of medical terminology
• Knowledge of insurance verification procedures
• Knowledge of True Health’s processes to navigate patients appropriately
• Scans and import patient data to the electronic medical record
• Coordinate the staff in assisting providers in obtaining authorizations, for appointments, consultations, procedures, etc.
• Monitors received requests for summaries of medical care given to our patients by private physicians or medical facilities, keep a record of all correspondence, and provide follow-up as needed
• Monitors and coordinates follow-up on patients who do not keep their appointments for specialists
• Track all patient referrals to ensure report was received scanned and imported in a timely manner
• Monitors rules and regulations, and policies and procedures, ensuring compliance with processes
• Responsible for documenting all steps taken to properly process a referral
• Tracks reports on turnaround time for processing Orange County referrals in a timely manner
• Directs staff in notifying the provider and patient if additional tests are needed before a referral can be completed
• Research patient medical records and respond to insurance and other correspondence
• Supports staff development via the completion of 1:1 sessions
• Participates in the recruitment and retention of staff
• Maintains open lines of communication
• Resolves complaints and inquiries regarding medical records and referrals
• Maintains an adequate and constant supply of printed medical release forms and materials to be used by all medical departments; process necessary authorizations and referrals, and acknowledges receipt and adequate recordkeeping of all authorizations and referrals
• Delegates and oversees the preparation of data necessary for all requested patient charts by hospitals, attorneys, etc., including making copies and arranging delivery of such documents
• Responsible for processing assigned referrals within 72 hours
• Oversee the accuracy of file records; attach reports of consultation and diagnostic procedures (x‑ray, laboratory, consultations, etc.)
• Functions as primary True Health medical records and referrals contact for internal and external inquiries and develop and maintain positive working relationships
• Monitor documents scanned within the EMR system and all medical records received via mail within 72 hours
• Conducts site visits monthly with medical records and referrals staff
• Attends internal and external meetings
• Contributes to achievement of organizational goals
• Travel as necessary using personal vehicle (must maintain current auto insurance at own expense)
• Other responsibilities

• Problem Solving
• Customer Service
• Verbal Communication
• Written Communication
• Planning/Organizing
• Adaptability
• Initiative
• Administration/Operations
• Managerial Skills
• Professional Judgement

• Education:
• Associate’s degree or higher from an accredited college or university Preferred
• High School Diploma, GED, or equivalent work experience,…