Referral Tracking Specialist

Sea Mar Community Health Centers•White Center, WA

About The Position

The Referral Tracking Specialist tracks Sea Mar provider referrals to specialist and imaging facilities, closes the referral loop with patients and specialist offices, and documents referral outcomes in the electronic health record (EHR). The position monitors, measures, and intervenes in referrals processed by Medical Assistants to help ensure patients receive the requested care and that appropriate documentation is recorded. The role supports timely coordination of care by troubleshooting gaps, helping patients schedule or follow up on referrals, monitoring referral activity, and working with Medical Assistants, medical operations team members, referral agencies, providers, and the Health Information Management Department. The Specialist is expected to uphold Sea Mar’s mission and values, maintain confidentiality, and provide courteous, professional, culturally aware service.

Requirements

High school diploma or GED.
Competence using business machines and systems, including a facsimile machine, phone system, EHR, and Excel.
Working knowledge of the medical industry and managed care plans.
Ability to work independently and organize work processes effectively and efficiently.
Ability to multitask and manage many inquiries at once.
Ability to maintain a courteous and professional demeanor.
Excellent oral and written communication skills, and proficiency reading, writing, and communicating in English.
Ability to interpret different types of patient medical-record documents.
Critical-thinking and troubleshooting skills, including the ability to provide feedback to staff, managers, and specialist offices.
Proficiency with Microsoft Office products and ability to enter and track data in the EHR and Excel.
Good character and ability to maintain strict confidentiality in compliance with state and federal law and Sea Mar policy.
Initial TB test at hire and annual retesting.
Satisfactory Washington State Patrol background check.
Pre-hire and annual employee health screening.
Annual influenza vaccination, except for employees with an Administration-approved medical or religious exemption; employees with an approved exemption must wear a mask during flu season.

Nice To Haves

Medical office experience.
Experience processing referrals or working in health information management.
Bilingual Spanish/English.

Responsibilities

Track referrals for designated sites in a timely manner and close the referral loop in the EHR, with patients, and with specialist offices.
Troubleshoot gaps in care and identify why records have not been returned from specialty care to primary care.
Assist patients with scheduling or following up on referrals and explain next steps in care with external specialists or imaging centers.
Monitor and report referrals daily and provide feedback to medical operations team members to improve care-coordination efficiencies.
Assist Medical Assistants with difficult, lengthy, or unusual referrals.
Understand and follow the referral cycle from the primary care provider’s order through return of documentation and notification of the patient.
Maintain effective working relationships with referral agencies, staff, and providers.
Work with the Health Information Management Department to ensure referrals are closed and appropriately scanned into the system.
Support Sea Mar initiatives, including quality measures, and perform other duties as assigned.
Maintain confidentiality and demonstrate Sea Mar’s stated values, including compassion, integrity, client advocacy, and continual learning.