Medical Records & Patient Referrals Coordinator (External Data)

TPIRC and FAI•Long Beach, CA

15h•Onsite

About The Position

We are currently seeking Medical Records & Patient Referrals Coordinator (External Data Coordinator) who will play a vital role in supporting patient care at the Food Allergy Institute by managing the collection, organization, and coordination of critical external data, including lab orders and results, medical records, and communication with specialty providers. This role ensures timely follow-up and accurate documentation to prevent delays in diagnostics and treatment, while facilitating seamless collaboration across Clinical Operations, the Data Team, and the Command Center. This role is also responsible for training and overseeing virtual assistants to maintain accuracy and consistency in data workflows, as well as contributing to process development and continuous improvement initiatives. The role requires strong communication skills, discretion, and professionalism in all interactions, along with the ability to track and present key metrics related to lab tracking and specialist referrals during internal meetings.

Requirements

Minimum of 2 years of experience in a medical administrative or patient-facing role (required).
Strong written and verbal communication skills.
Exceptional attention to detail and organizational skills.
Ability to work independently, prioritize tasks, and problem-solve in a fast-paced environment.

Nice To Haves

Previous experience with lab coordination or medical record handling is strongly preferred.
Bachelor's degree in a health-related field or Medical Assistant certification preferred.
Familiarity with platforms such as Athena, Salesforce, RingCentral preferred.
Experience training or mentoring support staff or virtual team members is a plus.

Responsibilities

Serve as a key point of contact for patients and families with questions related to external lab orders or test results.
Provide patients with requisition forms for external laboratory testing.
Track lab compliance and follow up to ensure timely blood draws, maintaining accurate documentation to ensure patient safety and care continuity.
Troubleshoot issues related to lab processing and data integrity, collaborating with both internal and external providers as needed.
Obtain and submit lab results to the Data Team and ensure that new data is uploaded promptly to the patient's chart in the EMR system to avoid treatment delays.
Process and manage requests for medical records from patients, external providers, or internal departments.
Upload and organize records received from external facilities and patients, ensuring all documentation is complete and accurately filed in the EMR system.
Collaborate with clinical staff to ensure patient documentation is current and readily accessible for ongoing treatment planning.
Manage the initial referral process to TPIRC and other external specialists, ensuring appropriate and timely information is shared.
Maintain Referral-Consult orders in Salesforce and track patient status throughout the referral process.
Assemble and organize all documentation needed for consults, making sure evaluation records are uploaded and accessible to the clinical team.
Act as a liaison between patients, families, and external providers, addressing questions and concerns related to specialty referrals.
Assist the Command Center team by providing updated lab information, uploading records, and responding to urgent documentation requests.
Attend daily Command Center meetings and assist with creating lab orders as needed.
Redirect incoming faxes to the appropriate department in a timely manner.
Participate in workflow development and department-wide initiatives or projects that improve and streamline diagnostic and data-related processes as needed to support care continuity and operational efficiency.
Cross-train in basic Remission Coordinator duties to provide backup coverage as needed.
Train virtual assistants on processes including lab ordering and tracking, handling medical records requests, documentation standards, and referral workflows.
Assist with developing, maintaining, and regularly updating training materials and SOPs.
Provide consistent quality assurance monitoring and performance feedback to virtual assistants to ensure accuracy, accountability, and consistency in delegated tasks.
Other duties as assigned.