Medical Records & Referral Coordinator

Job Description

Employment type: Full-time, non-exempt (hourly) | Level: Individual Contributor

Location: Remote; Minnesota preferred | Reports to: VP, Clinical Operations

Compensation: Dependent on education and experience

Who we are

Herself Health provides primary care designed for women 65 and older. Our model addresses the needs of women later in life, including post-menopausal care, bone health, weight management, and mental, social and emotional well-being. We bring personalized care and meaningful relationships to the communities we serve.

Our Mission: We deliver exceptional, compassionate, and high value advanced primary care for the unique needs of maturing women, empower HER to live a healthier, fuller life.

How you will work

We look for colleagues who put patients first, collaborate across teams and take ownership of their work. You bring curiosity, sound judgment and a willingness to learn, using feedback and data to improve how we care for patients and support one another.

Our values guide how we work, make decisions and show up for our patients and one another. We bring them to life through our everyday actions:

Her, First — We center every decision on the women we serve.

Curious, Always Learning — We ask questions, seek feedback and keep improving.

Own it, Act — We take responsibility, follow through and solve problems.

Together, Unstoppable — We share knowledge and support each other to deliver better care.

About the role

The Medical Records & Referral Coordinator manages medical records workflows and coordinates outgoing specialty referrals to support timely, accurate and compliant patient care. This role oversees Release of Information (ROI) requests, tracks incoming and outgoing records, and helps close referral loops within the electronic medical record (EMR). Working closely with providers and clinical teams, the Coordinator maintains organized processes that support continuity of care, patient confidentiality and HIPAA compliance.

What you will do

• Receive and manage Release of Information (ROI) requests from clinic staff; review documentation for completeness and compliance with HIPAA and organizational requirements.
• Monitor the Medical Records inbox in the EMR; submit requests to hospitals, specialists and external organizations, documenting requests and communications.
• Track outstanding records requests, follow up with external facilities, resolve delays and escalate issues to the Clinic Manager as needed.
• Receive and review incoming records; confirm that documents are complete and associated with the correct patient chart.
• Upload and route records in the EMR to appropriate providers or staff, notify care teams promptly and maintain accurate activity documentation.
• Maintain organized tracking workflows to prevent gaps in care while protecting patient confidentiality.
• Support medical records audits, chart preparation and records-related quality improvement initiatives.
• Track outgoing specialty referrals through completion; coordinate with specialists and confirm patient scheduling.
• Obtain specialist consultation notes, document them in the patient chart and partner with clinical teams to close referral loops.

What you bring

Required qualifications

• 1–3 years of experience in healthcare, medical records or referral coordination.
• High school diploma or equivalent.
• Experience with electronic medical record (EMR) systems, knowledge of HIPAA and medical records processes, and strong organizational skills and attention to detail.
• Authorization to work in the United States.

Preferred qualifications

• Experience with Release of Information (ROI) workflows or coordinating referrals and care transitions; Athena EMR experience is a plus.
• Familiarity with multi-site clinic operations or value-based care models.

Location and schedule

Work arrangement: Remote; Minnesota-based candidates strongly preferred. Applicants must be legally authorized to work in the United States.

Schedule: To be confirmed.

Travel: Not specified in the original job description; to be confirmed.

Equal opportunity

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.

Compliance expectations

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.