Medical Records Coordinator

North American Dental Sleep Management (NADSM); Austin (TX); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Competitive compensation

Performance-based bonus opportunities

Medical, Dental & Vision Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Job summary

North American Dental Sleep Management (NADSM) is seeking a detail-oriented Medical Records Coordinator to ensure complete patient records across multiple locations. You will verify documentation for referrals, sleep studies, and insurance, while maintaining HIPAA compliance and supporting timely claims processing.

The role emphasizes accuracy, organization, and proactive communication with providers, patients, and billing teams to minimize delays and denials.

Qualifications

• High school diploma or equivalent required.
• Working knowledge of medical terminology and HIPAA regulations.
• Strong written and verbal communication skills.
• Exceptional attention to detail and organizational abilities.
• Experience using EHR systems and Microsoft Office.

Responsibilities

• Gather and verify documentation for new patient records and referrals.
• Maintain complete electronic patient records and ensure payer documentation meets requirements.
• Coordinate outgoing referrals and track status to completion.
• Process medical record requests with proper authorization and HIPAA compliance.
• Collaborate with billing and clinical teams to resolve documentation issues.

Skills

Communication skills

Attention to detail

Organizational skills

Medical terminology

Education

High school diploma or equivalent

Tools

Electronic Health Record (EHR) systems

Microsoft Office

Job description

Description

At North American Dental Sleep Management (NADSM), we support a growing network of Dental and Sleep Medicine practices by providing the operational expertise that allows our providers to focus on delivering exceptional patient care.

As our practices continue to grow, we're looking for a highly organized and detail-oriented Medical Records Coordinator to ensure every patient has the documentation needed for timely care and accurate billing. This position plays a critical role in coordinating medical records, supporting referrals, maintaining compliance, and preventing delays in patient care caused by missing or incomplete documentation.

If you thrive in a fast-paced healthcare environment, enjoy solving problems, and take pride in accuracy, we'd love to have you on our team.

About North American Dental Sleep Management (NADSM)

North American Dental Sleep Management (NADSM) is an administrative and management services organization dedicated to supporting a growing network of Dental and Sleep Medicine practices across the country. We partner with providers to deliver the operational infrastructure, administrative expertise, and management support they need to focus on what matters most—providing exceptional patient care.

Our team works behind the scenes to ensure our practices operate efficiently, allowing clinicians to spend more time improving patient outcomes. At NADSM, we're building a collaborative organization where operational excellence supports better care, stronger teams, and continued growth.

Position Summary

The Medical Records Coordinator is responsible for collecting, verifying, organizing, and maintaining patient documentation across multiple practice locations. This role ensures every new patient arrives with a complete medical record, claims are supported with accurate documentation, and all medical record requests are handled in compliance with HIPAA and regulatory requirements.

Success in this position requires exceptional attention to detail, strong organizational skills, and the ability to proactively identify and resolve documentation gaps before they impact patient care or reimbursement.

What You'll Do

Patient Documentation & Intake

• Gather and verify all documentation required for new patient appointments, including referrals, sleep studies, physician notes, prescriptions, insurance information, and medical records.
• Monitor incoming referrals and proactively identify missing documentation before scheduled appointments.
• Communicate with referring providers, diagnostic facilities, and patients to obtain outstanding records.
• Escalate documentation concerns that may impact scheduled appointments.

Medical Records & Documentation

• Maintain complete, accurate, and organized electronic patient records.
• Verify provider documentation meets payer requirements before claims are submitted.
• Review physician notes, referrals, prescriptions, and supporting documentation for completeness and accuracy.
• Partner with billing and clinical teams to resolve documentation-related issues and reduce claim delays or denials.

Referral Coordination

• Prepare and send outgoing referrals to physicians, specialists, and other healthcare providers.
• Ensure all supporting documentation accompanies referrals.
• Track referrals through completion and follow up as needed.

Records Release & HIPAA Compliance

• Process medical record requests from patients, providers, insurance carriers, attorneys, and other authorized parties.
• Verify proper authorization before releasing protected health information.
• Maintain accurate disclosure logs in accordance with HIPAA regulations.
• Ensure only the minimum necessary information is released for each request.

Collaboration & Continuous Improvement

• Partner with clinical, billing, and administrative teams to ensure documentation supports efficient patient care and reimbursement.
• Assist with process improvements that reduce documentation delays and improve operational efficiency.
• Support staff with questions related to medical records procedures and documentation standards.

What Success Looks Like

In this role, success is measured by accuracy, efficiency, and proactive communication. Key performance indicators include:

• Complete patient charts available prior to scheduled appointments
• Reduced appointment delays caused by missing documentation
• Accurate documentation supporting timely claim submission
• Timely turnaround of medical records requests
• Successful coordination and completion of outgoing referrals
• Compliance with HIPAA and documentation standards

Requirements

• High school diploma or equivalent
• Working knowledge of medical terminology
• Understanding of HIPAA regulations and medical records confidentiality
• Exceptional attention to detail and organizational skills
• Strong written and verbal communication skills
• Comfortable communicating with provider offices, patients, and insurance companies
• Experience using Electronic Health Record (EHR) systems and Microsoft Office
• Ability to manage multiple priorities in a fast-paced healthcare environment

Preferred

• Previous experience in medical records, patient intake, prior authorization, or medical office administration
• Experience with sleep medicine, dental, or specialty healthcare practices
• Familiarity with Medicare and commercial payer documentation requirements
• Experience supporting medical billing documentation or durable medical equipment (DME) documentation

Why Join NADSM?

At NADSM, we're committed to creating an environment where employees can grow professionally while making a meaningful impact on patient care. As our organization continues to expand, you'll have opportunities to develop your skills, contribute to process improvements, and build a rewarding career in healthcare operations.

Eligible Full-Time Employees Enjoy:

• Competitive compensation
• Performance-based bonus opportunities
• Medical, Dental & Vision Insurance
• 401(k) Retirement Plan
• Paid Time Off (PTO)
• Paid Holidays
• Professional development opportunities
• Career advancement within a rapidly growing healthcare organization
• A collaborative, mission-driven culture focused on innovation, teamwork, and continuous improvement