Referral Tracking Specialist

002 Sea Mar Community Health Center

Seattle (WA)

On-site

USD 24,000 - 34,000

Full time

14 days+

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Benefits offered by this job

Medical

Dental

Vision

Prescription coverage

Life Insurance

Long Term Disability

EAP (Employee Assistance Program)

PTO 24 days + 10 holidays

401(k)

Job summary

Sea Mar Community Health Centers seeks a Referral Tracking Specialist to monitor referrals to specialists and imaging facilities, closing the loop with the patient, specialist, and EHR. You will monitor, measure, and intervene to ensure timely and complete documentation.

The role requires coordinating with Medical Assistants, ensuring follow-up, and maintaining strong communication across teams to improve care coordination and outcomes.

Qualifications

High school or GED required.
Medical office experience and experience processing referrals or in health information management preferred.
Must be able to read, write and communicate in English proficiently.

Responsibilities

Track referrals in a timely manner for designated sites, closing the referral loop in the EHR.
Troubleshoot gaps in care and ensure records are returned to primary care from specialty care.
Assist patients in scheduling or following up on referrals and explain the next steps in their care.

Skills

Independent work

Multitasking

English proficiency

MS Office

EHR data entry

Bilingual Spanish/English

Education

High school or GED

Tools

Excel

EHR software

Job description

Sea Mar Community Health Centers, a Federally Qualified Health Center (FQHC) founded in 1978, is a community-based organization committed to providing quality, comprehensive health, human, housing, educational and cultural services to diverse communities, specializing in service to Latinos in Washington State.

Sea Mar proudly serves all persons without regard to race, ethnicity, immigration status, gender, or sexual orientation, and regardless of ability to pay for services. Sea Mar's network of services includes more than 90 medical, dental, and behavioral health clinics and a wide variety of nutritional, social, and educational services.

We are recruiting for the following position: Sea Mar is a mandatory COVID-19 and flu vaccine organization Position Summary The Referral Tracking Specialist is responsible for tracking Sea Mar provider referrals to specialist and imaging facilities, closing the loop on the referral with the patient, specialist and in the electronic health record.

The Referral Tracking Specialist shall monitor measure and intervene in the referrals processed by the Medical Assistants to assure that the patients are getting the care that was requested and that there is proper documentation in the EHR.

Duties and Responsibilities

Understanding and empathizing with client needs
Surpassing client expectations
Demonstrating a high level of integrity
Exhibiting compassion and commitment
Advocating for social justice
Taking pride in individual work as well as that of the team
Continually learning to stay current with industry standards, best practices and technology

As a Sea Mar employee, the individual in this position commits to adherence to these values to their utmost ability and endeavors to strengthen and embody this mission daily.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Track referrals in a timely manner for designated sites, closing the referral loop in the EHR, with the patient and specialist’s office.
Troubleshoot why there are gaps in care and records have not been returned to primary care from specialty care.
Assist patients in scheduling or following-up on referrals as required and understanding the next steps in their care with an external specialist or imaging center.
Monitor and reports referrals on a daily basis and gives feedback to medical operations team members to improve efficiencies in coordination of care services.
Assist Medical Assistants with difficult, lengthy or unusual referrals
Understand the referral cycle from when it is ordered by the primary care provider to when the document is returned to the primary care and provider and the patient is notified of the referral
Maintain excellent working relationships with referral agencies, staff and providers
Work closely with the Health Information Management Department to ensure the loop is closed on all referrals and referrals are appropriately scanned into the system
Support Sea Mar initiative such as quality measures and service as requested
Other duties as assigned.

Qualifications

Must be able to work independently
Must be able to effectively and efficiently organize their work processes.
Must be able to multitask, maintaining many inquiries at once.
Must be able to maintain a courteous and professional demeanor at all times.
Must possess excellent oral and written skills
Must be able to read, write and communicate in English proficiently
Must be able to interpret different types of patient medical records documents.
Must be a critical thinker and able to troubleshoot referrals and give feedback to staff, managers, and specialist’s office.
Proficiency in Microsoft Office products and ability to enter data in EHR and Excel and track data ongoing in Excel.
Bilingual Spanish/English preferred.

Education, Certificates, Licenses, Registrations, and Medical Screening

High school or GED is required.
Medical office experience and experience processing referrals or in health information management preferred.

Certificate, Licences, Registrations

This person must have an initial TB test at hire and an annual retest.
They must receive a satisfactory background check from the Washington State Patrol.

Additional Requirements

Pre-hire and annual employee health screening required
Annual influenza vaccine required. Only exception is for employees with a medical or religious exemption approved by Administration.
Employees with an approved medical or religious exemption must wear a mask at all time during the flu season.

Work Environment

The characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the essential functions of this job, the employee is frequently required to sit and intermittently required to ambulate within the clinic. The noise level in the environment is usually moderate. The employee may be required to share work space and or utilize multiple work spaces depending on job function and location.

Physical Requirements

The employee must occasionally lift and or move up to 20 pounds. Specific vision abilities required for this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Hourly - Hourly Plan, 20.76 USD Hourly

What We Offer

Sea Mar offers talented and motivated people the opportunity to work in a dynamic and growing community health organization. Working at Sea Mar Community Health Centers is more than just a job, it’s a fulfilling career with opportunity for advancement. The fringe benefits surpass most companies. For example, Full-time employees working 30 hours or more, receive an excellent benefit package of: