Medical Records & Referrals Specialist

About Diana Health Diana Health is a high-growth network of modern women's health practices. We are on a mission to set a new standard of care that inspires, empowers, and supports women to live healthier, more fulfilling lives. We partner directly with hospitals and align incentives across stakeholders using integrated care teams, smart technology, and a designed care experience that is good for patients and good for providers. The result is an individualized, comprehensive care program that puts women in the driver’s seat of their own health and provides them with the information and compassionate care they need to reach their health goals. We are an interdisciplinary team joined together by our shared commitment to transform women’s health. Come join us! Role Description The Medical Records & Referrals Specialist plays a key role in delivering an outstanding patient experience by managing medical records and guiding the referral process. You’ll support both clinical providers and administrative teams by securely handling documentation, keeping patients and partners informed about referral progress, and ensuring all workflows comply with HIPAA and organizational standards. We’re looking for someone who is detail-oriented, highly organized, and comfortable communicating with patients, providers, and external healthcare partners in a professional, empathetic manner. What you’ll do Medical Records Management Retrieve, review, scan, and upload medical records into the EMR (e.g., Athena) following documentation standards. Process incoming and outgoing requests for medical records, ensuring timely response and proper signed authorization. Maintain accurate and up-to-date chart documentation, imaging, lab results, and consult notes. Ensure confidentiality and compliance with HIPAA and practice policies regarding PHI handling. Track and follow up on outstanding medical record requests. Referrals Coordination Receive referral orders from providers and verify completeness and accuracy. Schedule appointments with outside specialists according to patient needs and insurance requirements. Communicate referral information to patients, including specialist details, appointment instructions, and follow-up steps. Send required medical documentation, imaging, and clinical notes to specialist offices. Monitor referral statuses and escalate delays or issues to provider or supervisor. Document all referral actions and communications in the EMR. Administrative & Communication Support Communicate professionally with patients, providers, hospital staff, and external offices via phone, fax, EMR messaging, or secure systems. Support triage or scheduling teams with documentation-related inquiries. Collaborate with front office, clinical teams, and billing to resolve authorization or documentation issues. Assist with quality audit preparation, compliance reviews, and records retention schedules. Qualifications High School Diploma/GED w/ 2+ years experience in a related field Medical assistant certification, health information management training, or referral coordination experience preferred Experience in an OB-GYN or women’s health practice preferred Familiarity with Athena or comparable EMR systems Strong understanding of HIPAA and healthcare privacy regulations Knowledge of referral processes, insurance authorization requirements, and medical terminology Proficiency in Microsoft Office and digital communication platforms Attributes Strong attention to detail and documentation accuracy Excellent organizational and time management skills Effective verbal and written communication Ability to work independently with minimal supervision High level of professionalism and discretion Problem-solving and follow-through regarding record or referral delays Ability to multitask in a fast-paced clinical environment Benefits Competitive compensation Health; dental & vision, with an HSA/FSA option 401(k) with employer match Paid time off Paid parental leave Diana Health Culture Having a growth mindset and striving for continuous learning and improvement Positive, can do / how can I help attitude Empathy for our team and our clients Taking ownership and driving to results Being scrappy and resourceful