Referral Transcriptionist

Texas Children's Medical Center•Bellaire, TX

About The Position

The Referral Transcriptionist processes referrals from external providers by retrieving referral orders from electronic systems and entering patient and referral information into the electronic medical record (EMR). The role identifies the appropriate specialty and referral reason, follows patient-identification and record-creation procedures, verifies demographic and provider details, and accurately submits and signs orders in the EMR. It also involves managing pending or incomplete referrals, communicating with referring-provider offices, and maintaining knowledge of referral intake platforms, departmental processes, and service standards. The Transcriptionist is expected to provide professional customer service, protect confidential information under HIPAA and organizational policies, participate in departmental meetings, and work toward defined targets as a collaborative team member.

Requirements

High school diploma or GED.
Two years of experience in data entry, clerical work, customer service, healthcare coding, healthcare administration, business, or clinical healthcare.
Experience in a medical office or hospital environment.

Nice To Haves

Associate’s degree.

Responsibilities

Transcribe referrals and associated work activities received from external providers for hospital specialties in the EMR.
Determine the appropriate referred-to specialty and reason for referral when a submission is not on the hospital’s published referral form.
Follow patient-identification procedures, check for existing medical records using approved methods, and register patients and create records when needed.
Ensure patient demographic information is complete and accurate.
Identify the correct referring provider and associated provider demographic details.
Submit and sign orders in the EMR using the correct referring-provider selections.
Determine whether a provider SER record needs to be created or updated for EMR signing privileges, and follow departmental procedures to resolve the issue.
Document notes on referrals in the appropriate receipt mechanism when they cannot be processed immediately.
Follow up promptly on unresolved or pending referral documents according to departmental guidelines.
Contact referring-provider offices about referral queries and missing information, and return referrals to the office when needed to obtain that information.
Provide referral instructions, information, and advice to referring-provider customers as needed.
Communicate when a referral cannot be processed because it was submitted by a provider type without signing privileges, and explain the appropriate next steps.
Escalate issues or concerns to the team leader when required.
Maintain knowledge of organizational and departmental processes, including new procedures related to assigned departments.
Work toward defined targets with a dedicated, team-oriented approach.
Provide exemplary customer service, accept feedback, and pursue professional improvement.
Represent the organization positively and professionally, and maintain a positive attitude and commitment to the role.
Attend and participate in daily departmental touch-base meetings and other requested meetings.
Comply with HIPAA, PHI, and organizational security requirements.
Review assigned referral orders individually and accurately transcribe order information into the appropriate EMR fields.
Maintain working knowledge of processes for collecting referral information in Epic interface error work queues and of referral intake platforms such as Care Everywhere Referral Messaging and Care Everywhere Referral Management.
Follow departmental service-level standards, processing guidelines, and leadership directives.