Healthcare Records & Referrals Coordinator (HIMS Clerk)

Unity Health Care.; Washington (District of Columbia); On-site; USD 43,000 - 48,000; Full time

Job summary

Unity Health Care in Washington, DC, seeks a HIMS Clerk to support medical records, referrals, and specialty reports. You’ll work under the HIMS Supervisor to ensure timely processing and follow-up of patient records and communications with hospitals and providers.

This role requires strong organizational skills, familiarity with medical terminology, and experience with EMR systems. The position offers full-time hours in a patient-centered health system focused on accessible care.

Qualifications

• High school diploma or equivalent.
• At least one year of clinical office experience.
• Understanding of medical terminology.
• Strong organizational and communication skills.
• Ability to work independently and as part of a team.
• Demonstrated ability to communicate with diverse populations.
• Proficiency with Microsoft Office Suite and other business software.
• Knowledge of electronic medical records is strongly preferred.

Responsibilities

• Screen, track, obtain, and maintain patient referrals and medical records to ensure specialty reports are reviewed.
• Monitor referrals identified for follow-up, including high-priority and urgent referrals.
• Serve as liaison between Unity Health Care, hospitals, and specialty providers to obtain reports and records.
• Use team-based communication strategies to support timely referral follow-up and closure.
• Contact patients regarding missed specialty appointments and assist with rescheduling in eCW.
• Fax patient medical records to specialty facilities as needed.
• Send notifications to providers regarding outstanding referrals and follow-ups.
• Document patient encounters and follow-ups using established processes, including the “3-10 Rule.”
• Send certified letters to patients when outreach attempts are unsuccessful.
• Ensure HIPAA compliance and confidential handling of patient information.
• Assign consultation reports to providers and follow up to ensure proper filing.
• Send alerts to providers about reports with alarm words indicating high-risk results.
• Update patient demographics as required.
• Maintain accurate fax inbox information and contacts; communicate changes to stakeholders.
• Manage fax inboxes by routing documents to the appropriate provider.
• Assist with population health outreach by phone.
• Review and assign medical record requests to DataFile Technologies for processing.
• Keep leadership informed of problems or concerns related to patient records.
• Perform other duties as assigned.

Skills

Organizational skills

Communication skills

Teamwork

Independent work

Proficiency with Microsoft Office

HIPAA compliance

Education

High school diploma or equivalent

Tools

DataFile Technologies

Electronic medical records systems

Microsoft Office Suite

Job description

Unity Health Care in Washington, DC, seeks a HIMS Clerk to support medical records, referrals, and specialty reports. You’ll work under the HIMS Supervisor to ensure timely processing and follow-up of patient records and communications with hospitals and providers.

This role requires strong organizational skills, familiarity with medical terminology, and experience with EMR systems. The position offers full-time hours in a patient-centered health system focused on accessible care.