Referrals and Medical Records Manager

At Claremedica, exceptional is the standard.

Driven by our purpose to enhance the lives of the seniors in the communities where we have the privilege to work, live, and play, the Claremedica team is comprised of the brightest and best in their fields of expertise. From clinical excellence to unparalleled administrative support and beyond, we’re working together to help seniors live happier, healthier, fuller lives.

That kind of teamwork and passion for excelling can only exist in a workplace that fosters employees’ growth and wellness and where their full potential and value are realized. At Claremedica, we’re excited about great people like you. We’re even more excited to support you with the resources, training, benefits, competitive compensation, and more to help you thrive and succeed in our communities.

Opportunity awaits – welcome to Claremedica.

ESSENTIAL FUNCTIONS

The Manager of Medical Records and Referrals oversees the integrity, accuracy, and confidentiality of patient health records and referral processes across the organization. This role ensures compliance with HIPAA and other regulatory requirements, leads a team responsible for managing documentation and coordinating referrals, and works closely with clinical and administrative teams to support high-quality, timely patient care.

DUTIES AND RESPONSIBILITIES

• Oversee the management, storage, and retrieval of electronic and paper medical records.
• Supervise the referrals department to ensure timely processing of incoming and outgoing referrals.
• Ensure strict adherence to HIPAA regulations and internal confidentiality policies.
• Develop and enforce protocols for health information documentation, record retention, and release of information.
• Monitor workflow and performance metrics for the medical records and referral teams.
• Coordinate with clinical teams to ensure completeness and accuracy of documentation for patient care and referrals.
• Train and mentor staff on best practices for recordkeeping and referral coordination.
• Serve as the point of contact for audits, surveys, and compliance reviews related to medical records.
• Implement and optimize use of electronic medical record (EMR) systems.
• Identify areas for process improvement and lead initiatives to enhance efficiency and accuracy.
• Maintain knowledge of relevant laws, standards, and technology in health information management.

SUPERVISORY RESPONSIBILITIES

• This position does not have supervisory responsibilities.

QUALIFICATIONS/REQUIREMENTS

• Associate’s or Bachelor’s degree in Health Information Management, Healthcare Administration, or related field required
• 3–5 years of experience in medical records management, referrals coordination, or health information systems.
• At least 2 years in a supervisory or management role.
• Strong knowledge of HIPAA and regulatory requirements related to health records and referrals.
• Proficiency with EMR systems (e.g., eClinicalWorks, Epic, or similar).
• Excellent organizational, analytical, and communication skills.
• Ability to manage a team, delegate tasks, and resolve workflow issues efficiently.
• High attention to detail and strong problem-solving ability.
• Bilingual in English and Spanish preferred.

WORKING CONDITIONS

General office working conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function.

While performing the duties of this job, the employee will be required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs, balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust your focus. Manual dexterity is required to use desktop computers and peripherals.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of his job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

TRAVEL

Local travel between care centers may be required for coverage.

SAFETY HAZARD OF THE JOB

Minimal Hazards

This job description does not list all the duties and responsibilities of the job. You may be asked by supervisors or managers to perform other instructions, duties, and responsibilities, as appropriate. You will be evaluated in part based upon your performance of the duties and responsibilities identified in this job description.

Management has the right to revise this job description at any time. The job description is not a contract for employment, and either you or the employer may terminate employment at any time, with or without cause, with or without notice.