Medical Records & Referral Coordinator

Medical Records & Referral Coordinator

Job Summary

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.

Key Responsibilities

• 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 as assigned

Essential Functions

Minimum Qualifications

Associate's degree or higher from an accredited college or university Preferred

Proficiency in Microsoft Office (Ex. Word, Excel, Outlook, PowerPoint), Required

N / A

True Health is a Health Center Program grantee under 42 U.S.C. 254b, a deemed Public Health Service employee under 42 U.S.C. 233(g)-(n), and partners with agencies that require criminal background checks. True Health has established policies and procedures that may influence the overall employment process, hiring, and "just cause" for the termination of employees. An employee's career could be shortened if there is a violation of any policies and procedures.

Prohibited criminal behavior is defined in Florida Statute (F.S.) 408.809. Any employee arrested for any offense outlined in the F.S.408.809 will be immediately suspended and remain suspended until the charges are disposed of in court. The employee will be terminated for an arrest or convict of any violation listed above.

DRUG / ALCOHOL SCREENINGS

A post-offer drug and alcohol screen is a requirement for employment. Failure to successfully pass the drug / alcohol screen will be cause for the offer to be rescinded. Employees are subject to random drug / alcohol screenings throughout the duration of their employment with True Health. If an employee fails to pass the drug / alcohol screening, then this shall become grounds for discipline up to and including immediate termination.

WORK ENVIRONMENT

WORKING CONDITIONS

The employee will work as the needs of the operation require. Normal work days and hours are Monday through Thursday, 8am - 6pm and Fridays, 8am - 12pm; however, there will be times when the employee will need to come in or work on "off hours" or "off days" to meet the needs of the position.

CORE COMPETENCIES

Mission-Focused : Commits to and embraces True Health's mission to enable access to care for uninsured and underinsured individuals.

Relationship-Oriented : Understands that people come before process and is essential in cultivating and managing relationships toward a common goal.

Collaborator : Understands the roles and contributions of all sectors of the organization and can mobilize resources (financial and human) through meaningful engagement.

Results-Driven : Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and community impact.

Brand Steward : Steward of True Health's brand and understands his / her role in growing and protecting the reputation and results of the greater organization.

Visionary : Confronts the complex realities of the environment and simultaneously maintains faith in a different and better future, providing purpose, direction, and motivation.

Team-Builder : Fosters commitment, trust, and collaboration among internal and external stakeholders.

Business Acumen : Possesses a high-level of broad business and management skills and contributes to generating financial support for the organization.

Network-Oriented : Values the power of networks; strives to leverage True Health's breadth of community presence, relationships, and strategy.

SELECTION GUIDELINES

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.