Medical Records and Referrals Coordinator

Medical Records and Referrals Coordinator

Join to apply for the Medical Records and Referrals Coordinator role at Piedmont Health Services Inc.

At Piedmont Health Senior Care, we are dedicated to enhancing the lives of seniors in our community through our Program of All-inclusive Care for the Elderly (PACE). We help seniors maintain their independence and continue living at home for as long as possible by offering comprehensive, personalized healthcare and related services.

PACE emphasizes a participant-centered strategy, integrating and coordinating all aspects of care with a team of doctors, nurses, therapists, dietitians, and other professionals who work together to manage each participant’s health needs.

• Job title: Medical Records and Referral Coordinator
• Department: PACE
• Reports to: Site Director
• Locations: 1214 Vaughn Road Burlington, NC 27217; 163 Chatham Business Dr, Pittsboro, NC 27312
• Schedule: Monday–Friday, 8:00 am–5:00 pm
• Time split: 3 days/week at PACE Burlington (Mon/Wed/Fri) and 2 days/week at PACE Pittsboro (Tue/Thu)

• Medical, Dental, Vision, Life Insurance (Short & Long Term Disability)
• 403(b) Plan
• Paid Holidays
• CME (Continuing Medical Education)

• Maintain accurate and complete medical records per PHSC policy.
• Coordinate referrals and authorized participant appointments; schedule and remind participants and families; coordinate with the PHSC Transportation Manager as needed.
• Match consultation documents with referral orders and close referrals in the appointment database.
• Collaborate with Medical Records Coordinator to ensure timely processing of documents and achievement of goals.
• Schedule and coordinate outside appointments, including transportation coordination with clinical staff and aides/family escorts as needed.
• Reschedule appointments per PHSC guidelines and transportation availability.
• Document appointments in Centricity and the appointment database.
• Notify relevant managers of scheduled procedures and prepare forms for participant discussion prior to appointments.
• Prepare weekly schedule for authorized appointments and distribute it.
• Complete appointment paperwork (chart notes and visit rationale).
• Adhere to authorization and referral policies to maximize appropriate appointments per day.
• Audit medical records for up-to-date and complete status.
• Review referrals reports for open, held, and closed appointments with supervisor, providers, and Site Director.
• Provide administrative support to the PACE Center as needed.
• Maintain participant confidentiality and comply with Federal and State regulations.
• Coordinate with outside offices to obtain medical records, notes, images, and follow-up information; ensure notes from specialty appointments and hospitalizations are uploaded timely.
• Close out medical records for deceased or disenrolled participants.
• Establish and maintain medical records for each participant, including labeling and organization of scanned information.
• Support quality goals for complete and accurate medical records.
• Perform other duties as assigned.

• Education: Associate’s Degree in a relevant field or 2–3 years of relevant experience/certification.
• Must be able to work effectively in a team environment.
• Strong oral and written communication skills.
• Must meet a standardized set of competencies established by Piedmont Health Senior Care and CMS before working independently.

• Preferred: One year of experience with frail or elderly populations.
• Immunizations: Medically cleared for communicable diseases and up-to-date immunizations prior to employment.

• Pay range: $17.66–$23.74
• Employment type: Full-time

Piedmont Health Services, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type.

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This is a cleaned and condensed version focused on responsibilities, qualifications, and key role details. No boilerplate extraneous postings are included.