Medical Records & Referral Coordinator – Job Description

Who we are:

At Herself Health, we're on a mission to help women get more life out of life, together. We are building a new model of primary care for women 65+ to solve long-standing problems: rushed appointments, long wait times, and care that's generalized rather than specialized towards women’s needs later in life such as post-menopausal care, bone density, weight management, and mental, social and emotional well-being.

Our patient-centric Primary Care clinics are dispersed across Minneapolis/St. Paul, MN. We are thrilled to serve the Twin Cities. Our team of 100+ colleagues is on a mission to innovate the primary care landscape for women 65+. We’re seeking like-minded individuals who share this passion to join us!

About you:

As we grow our team, we are seeking strategic thought leaders who have a passion for building and innovating. We foster a culture of collaboration, excellence and the willingness to roll up our sleeves and learn as we grow. We have a customer first mindset, and we are looking for team members who share that. Our ideal candidates have strategic prowess and the ability to use data to build best practices and implement great ideas in collaboration with our team and our community. 

About the Medical Records & Referral Coordinator Role:

The Medical Records & Referral Coordinator 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.

Location Requirements:

While candidates located in Minnesota are strongly preferred, we welcome applications from individuals who are legally authorized to work in the United States.

Essential Functions:

• Receive and manage ROI requests initiated by clinic staff
• Review ROI documentation for completeness and HIPAA compliance
• Monitor and manage Medical Records inbox within the EMR
• 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
• Maintain organized tracking workflows to prevent gaps in care
• 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)
• Ensure accurate documentation of all records activity in the EMR
• 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

Must-have Qualifications and Skills:

• 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

Nice-to-have Qualifications and Skills:

• Experience with Release of Information (ROI) workflows
• Experience coordinating referrals or care transitions
• Familiarity with multi-site clinic operations or value-based care models

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.