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Referral and Medical Records Coordinator- AZ- Eye Institute

Midwestern University
Arizona, United States
Salary Not Specified
Date posted
Jan 29, 2024


The Referral and Medical Records Coordinator assures that all referrals are managed effectively and efficiently; Provides high-level customer service to patients and internal/external referring providers. Provides efficient and timely release of Medical Records. Efficiently processes incoming medical records. This position reports to the Clinic Manager for the Eye Institute.

Essential Duties and Responsibilities

Assures all referrals are handled effectively and efficiently.
  • Collaborates with referring physician offices to ensure referral forms are completed appropriately.
  • Enters necessary referral and authorization information into applicable database.
  • Retrieves medical records and critical information from referring provider(s) prior to patient office visits; ensures that all necessary laboratory, imaging test results, and medical records are obtained.
  • Sets patient appointments from incoming referrals and answers any patient questions regarding referrals.
  • Ensures that letters/records have been sent out to providers who have referred patients into the Eye Institute.
  • Demonstrate and apply knowledge of medical terminology, high proficiency of general medical office procedures including HIPAA regulations.
  • Handles all outgoing referrals to outside providers. This includes setting appointments and then collecting and delivering all appropriate medical record information to the outside provider.
  • Communicates with referring MWU optometrists in order to understand the nature and urgency of the referrals they are making.
  • Outside referrals are to be carefully tracked so that we ensure that the patient makes their appointment and letters describing the results of the referral are obtained. The employee must communicate all results back to the MWU optometrist who made the referral. Tracking shall continue until the referral is considered to have been closed-out as determined by Eye Institute protocol.
  • Creates periodic reports for both providers and administration to monitor the referral process.
  • Helps to write/distribute letters to patient’s Primary Care Providers when requested.
  • Processes incoming and outgoing medical records.
  • Collaborates with Clinical Consultant to ensure compliance for all faculty in sending and receiving electronic referrals through the Health Information Exchange.
  • Perform follow up communications with patients who fail to keep appointments. Send certified letters when appropriate to ensure patient compliance with follow up schedule.
Demonstrates the skill of effective communication, decision-making and organization to ensure efficient job performance and job success.
  • Daily work is accomplished with minimal direct supervision.
  • Work priorities are set in order to accomplish task/goals
  • Confidential matters are handled appropriately.
  • Familiarity with current ICD-10 and CPT codes is demonstrated.
  • Sound judgment is consistently demonstrated as to when to involve physician or other health care professions in the pre-authorization or denial process.
Provides high-level customer service to both referring physicians as well as referred patients.

  • Provides initial “meet and greet” services over telephone to patients and physicians.
  • Establishes positive relationships with referring physician offices and offices to which we will refer.
  • Follows-up with patients after appointments to better understand the experience from the patient’s perspective.
  • Creates customer service reports detailing this information.
Assists with operational patient flow as applicable; performs problem solving.

  • Directs and assists patients, families, and staff in accessing appropriate resources.
  • Develops tools to assess patient referral processes with respect to efficiency and customer service.

Maintains current working knowledge; adheres to Eye Institute departmental policies and procedures.

  • Patient demographic and additional identifying information are verified appropriately.
  • Required tasks and database information, not completed during intake are accurately completed prior to forwarding case.
Additional administrative tasks may include the following:
  • Scan and index electronic medical records
  • Respond to medical records release requests by telephone
  • Order equipment/supplies to maintain sufficient inventory
  • Train other employees on processing medical records
Other duties as assigned

Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner. Must have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school diploma or GED is required. A diploma/certificate from an accredited school of medical record management or medical office assistant is preferred. Must have 3-5 years of experience in front or back office dealing with insurance companies with prior experience in medical record management. Must have working knowledge of ICD-10 coding with the knowledge of different referral provider types in the medical field. Proficiency in ophthalmologic/optometric terminology preferred.

Computer Skills:

Computer proficiency in MS Office (Word, Excel, Outlook) Proficiency in Epic or other EHR systems preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to stand, walk, use hands to handle or feel, reach with hands and arms, talk and hear. The employee is occasionally required to sit. The employee must frequently lift and /or move up to 10 pounds and occasionally life and/or move up to 25 pounds.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

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