Referral & Medical Records Specialist

The Medical Records and Referral Specialist plays a vital role in managing both patient referrals and medical records with accuracy, efficiency, and professionalism. This position is responsible for answering the referral telephone line, processing orders in the referral inbox, scheduling appointments with outside providers, and communicating with patients regarding their referrals. Additionally, the specialist processes medical record requests, maintains organized and compliant health records, and ensures all documentation meets regulatory standards.

Benefits

401K & 401K Matching

Medical, Dental, & Vision Insurance

Optional LTD

Employer Paid STD & $25,000 Basic Life Insurance

Paid Time Off

Employee Assistance Program

Schedule : Monday-Friday 7:45 AM - 5 PM

Requirements

Supervisory Responsibilities:

None

Major Duties & Responsibilities/Job Skills

• Process orders and referrals for patients to services outside of CHC in a timely manner.
• Organize and prioritize tasks effectively to meet goals.
• Interact with patients, families, physicians, employees, and volunteers with compassion, respect, and dignity.
• Demonstrate strong interpersonal skills to provide exceptional service.
• Answer and triage phone calls, including callbacks, with exceptional phone courtesy.
• Proficient in using basic office equipment such as fax, scanners, and computers.
• Understand and apply HIPAA guidelines.
• Familiar with Medical Records Rights to Access Policy.
• Process medical records requests, including general and legal requests (subpoenas).
• Accurately copying and provision of medical records.
• Scan and file medical record images into the electronic medical record (EMR) system.
• Manage the Medical Records Inbox.
• Assist with chart audits for third-party payers.
• Correct unprocessed documents in the EMR.
• Process medical record requests from both internal and external customers.
• Maintain a positive image and strong relationships with referral healthcare community and agencies.
• Schedule referral appointments and send appropriate documentation.
• Manage the prior authorization process for referrals as dictated by payers.
• Follow Christ Health policies and procedures for processing orders and tracking.
• May participate in the patient care team and daily huddle as needed to support quality care.
• Perform other duties as assigned.

Qualification, Education, Experience

• High school diploma or higher required
• Minimum of 1 year of experience, preferably in a physician’s office
• Experience with Federally Qualified Health Centers (FQHC) preferred
• Familiarity with Athena EMR system preferred

Required Skills & Abilities

• Strong knowledge and understanding of HIPAA regulations
• Experience processing medical record requests and legal document handling
• Excellent verbal, organizational, and written communication skills
• Attention to detail and ability to work in a fast-paced environment
• Ability to work independently and collaboratively in a team setting
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to type at least 35 words per minute
• Experience working in a multi-cultural setting (Bi-lingual in Spanish preferred)
• Ability to multi-task professionally in a setting with maximum distractions
• Self-motivated and flexible to daily patient schedule and clinic needs
• Understanding of HIPAA requirements and obligations
• Ability to use Microsoft Office for letter writing and other administrative tasks
• Proficiency in Electronic Medical Record (EMR) systems preferred
• Participation in staff education, quality assurance, and risk-management programs

Attendance Standards:

Punctual and dependent for assigned/confirmed shifts.

Physical/Mental Demands

• Work requires the ability to move and transport objects weighing up to 20 pounds.
• Work requires the ability to remain in a stationary position +/- 90% of the time.
• Work requires the ability to position self to move and good manual dexterity.
• Work requires the ability to communicate, converse with (in-person and over the phone) and exchange information effectively with others.
• Work requires the ability to inspect documents for accuracy.
• Work requires visualizing, identifying, inspecting and operating a computer and other office machinery, including a computer monitor, keyboard, mouse and printer.
• OSHA personal exposure risk category I & II.
• Airborne personal exposure risk category I (Possible exposure of the healthcare worker to patients capable of transmitting M. tuberculosis).? Universal precautions will be adhered to at all times.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos; ability to write simple correspondence and reports; Ability to effectively present information in one-on-one and small group situations to patients, visitors, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent.

Reasoning Ability

The ability to apply general rules to specific problems to produce answers that make sense. The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events) and to convey the information to others.

Environmental/Working Conditions

• Normal office environment
• Full-time position

Cultural Expectations

• Understands Christ Health Center Mission Statement and Values.
• Requires the ability to work in a multi-cultural setting.
• Consistently displays Christ Health Center’s Mission daily.