Referrals, Diagnostics and EHR Coordinator

HealthFirst Family Care Center Inc. • Laconia, NH

5d • Onsite

About The Position

HealthFirst Family Care Center is seeking an organized, detail-oriented Referral, Diagnostics & EHR Coordinator to join our Health Information Management team. This role supports timely patient care by managing and monitoring referrals, diagnostic services, prior authorizations, and related EHR workflows. The coordinator works closely with various stakeholders to resolve barriers, obtain information, and ensure referrals and diagnostic testing are completed appropriately. This position also helps identify workflow issues, supports EHR processes, and provides cross-coverage to the Medical Records team.

Requirements

• High school diploma or equivalent.
• At least two years of experience working in a medical office setting.
• Strong organizational and time-management skills.
• Ability to prioritize multiple competing tasks and follow through on outstanding items.
• Clear, professional written and verbal communication skills.
• Strong customer service skills.
• Basic proficiency with Microsoft Word and Excel.
• Ability to work collaboratively with both clinical and non-clinical team members.
• Ability to maintain confidentiality and appropriately handle protected health information.

Nice To Haves

• Referral coordination.
• Prior authorizations.
• Diagnostic or imaging coordination.
• Medical records or Health Information Management.
• Working with insurance companies, specialty practices, hospitals, laboratories, or imaging facilities.
• Experience using an electronic health record system.
• Experience with athenaOne is strongly preferred.

Responsibilities

• Manage referrals, diagnostics, and prior authorizations.
• Monitor referral, diagnostic, and prior authorization work queues for aging, incomplete, or unresolved items.
• Prioritize follow-up based on urgency, age, patient impact, and established organizational standards.
• Obtain missing documentation, test results, and other information from patients, providers, diagnostic facilities, insurance companies, and other healthcare organizations.
• Assist with denied, delayed, or unresolved authorization requests and help coordinate the information needed to move requests forward.
• Follow up with outside specialists, imaging centers, laboratories, hospitals, and other diagnostic facilities to support timely completion of patient services.
• Identify and escalate recurring barriers or significant delays that may affect patient care.
• Serve as a key point of contact between HealthFirst and external vendors and diagnostic service providers.
• Communicate with patients regarding outstanding referrals, testing, documentation needs, and authorization status.
• Help patients navigate administrative barriers that may delay their care.
• Keep providers and care teams informed regarding outstanding items, results, and resolution status.
• Build positive working relationships with outside organizations to support efficient and consistent workflows.
• Help ensure referrals and diagnostic orders are followed through to completion, including receipt and routing of consultation reports, test results, outcomes, and follow-up documentation.
• Accurately document follow-up activities, communications, and outcomes in the electronic health record.
• Monitor for recurring documentation gaps, workflow failures, payer barriers, vendor issues, and other sources of delay.
• Work collaboratively with leadership and affected teams to develop practical, sustainable workflow improvements.
• Assist with quality improvement reporting, data collection, audits, and workflow monitoring.
• Develop a strong understanding of HealthFirst's EHR system and assist management with schedule templates, clinical forms, documentation templates, and other system needs.
• Provide cross-coverage to the Medical Records department as needed.
• Process medical records requests in accordance with HIPAA requirements and organizational policies.
• Scan, index, upload, retrieve, and maintain patient documentation within the EHR.
• Work closely with providers, nurses, medical assistants, and other members of the HealthFirst team.
• Assist with staff training and orientation related to referral, diagnostic, vendor coordination, and EHR workflows.
• Participate in multidisciplinary meetings and quality improvement initiatives.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED