Vascular Referrals & Medical Records Coordinator

Foot and Ankle Clinics of Arizona
Position: Full-Time
Schedule: Monday–Friday

About Us

Foot and Ankle Clinics of Arizona is a growing podiatry practice dedicated to providing high-quality, patient-centered care across the Phoenix Valley. We are looking for a dependable, organized, and detail-oriented team member to join our team as a Vascular Referrals & Medical Records Coordinator.

Position Summary

The Vascular Referrals & Medical Records Coordinator is responsible for coordinating vascular referrals and managing incoming and outgoing medical records requests. This position requires strong organization, attention to detail, excellent communication skills, and the ability to follow through on requests in a timely manner.

The ideal candidate is comfortable working with patients, physician offices, hospitals, insurance companies, and other healthcare organizations while maintaining strict patient confidentiality and HIPAA compliance.

Key Responsibilities

Vascular Referrals

• Process and coordinate vascular referrals for patients.
• Send referrals to the appropriate vascular specialists, imaging centers, and other healthcare providers.
• Contact outside offices to coordinate appointments and obtain referral information.
• Track outstanding referrals and follow up to ensure they are completed.
• Communicate with patients regarding referral status when necessary.
• Ensure referral documentation is complete and accurately documented in the patient's electronic medical record.
• Follow up on referrals that have not been scheduled or completed.
• Communicate referral issues or delays to the appropriate clinical team.
• Maintain accurate referral tracking and documentation.

Medical Records Requests

• Process requests for medical records received from patients, attorneys, insurance companies, healthcare providers, and other authorized parties.
• Review medical record requests to ensure the appropriate authorization and documentation are provided.
• Gather and prepare the requested medical records for release.
• Respond to medical records requests in a timely and accurate manner.
• Communicate with requesting parties regarding incomplete requests, missing information, or other issues that may delay processing.
• Ensure records are released only to authorized individuals or organizations.
• Maintain accurate documentation of all medical records requests and releases.
• Follow HIPAA, privacy regulations, and company policies regarding the release of protected health information.
• Track outstanding medical records requests and follow up as needed.
• Work with internal staff and providers when additional documentation or clarification is needed.

General Responsibilities

• Monitor and complete assigned task boxes and requests in a timely manner.
• Communicate professionally with patients, providers, outside medical offices, attorneys, insurance companies, and other organizations.
• Maintain accurate documentation in the electronic medical record.
• Protect patient privacy and maintain confidentiality at all times.
• Prioritize multiple requests and meet established deadlines.
• Identify problems and take appropriate steps to resolve them.
• Provide excellent customer service and maintain a professional demeanor.
• Assist with other administrative duties as assigned.

Qualifications

• Previous experience in a medical office, referrals, medical records, or healthcare administrative position preferred.
• Experience processing medical records requests is strongly preferred.
• Knowledge of HIPAA and patient privacy requirements.
• Strong attention to detail and excellent organizational skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple requests and deadlines.
• Comfortable communicating with medical offices, hospitals, attorneys, insurance companies, and patients.
• Ability to work independently while also functioning effectively as part of a team.
• Computer proficiency and ability to learn electronic medical record systems.
• Reliable attendance and punctuality are essential.

Ideal Candidate

We are looking for someone who is organized, dependable, detail-oriented, and excellent at follow-through. The successful candidate will take ownership of referrals and medical records requests from start to finish and ensure that requests are completed accurately and timely.

If you enjoy working in a fast-paced medical environment, communicating with others, and making sure important tasks don't fall through the cracks, this may be a great opportunity for you.

Schedule

Full-Time | Monday–Friday

Apply Today

Join the team at Foot and Ankle Clinics of Arizona and become an important part of helping us provide exceptional service and timely care to our patients.