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Referral and Inventory Coordinator Job Description Job Title:

Referral and Inventory Coordinator Department:

Clinical Services Reports To:

Director of Nursing Background Check:

Required Position Type:

Two part-time or one full-time position (please specify when you apply)

Schedule:

Schedule is primarily 8-5 Monday - Thursday; 8-2 on Friday. As part of our team, you will work in both our Price office and our Huntington office. You will also work occasional evening, weekend, or holiday shifts in our urgent care. Overview The Referral and Inventory Coordinator is responsible for managing most clinic referrals, maintaining accurate clinical inventory, managing the Vaccines for Children program, stocking and supporting lab operations, reconciling labs and inventory through reports, and handling incoming and outgoing medical records requests. This position may be filled by one full-time Medical Assistant or two part-time Medical Assistants. The role requires strong organization, attention to detail, clear communication, and the ability to manage multiple ongoing tasks. The Referral and Inventory Coordinator will also be trained in floor nursing duties to provide coverage for clinical nursing staff when needed. This position supports patient care by ensuring referrals are processed correctly, supplies and vaccines are available and accounted for, lab-related workflows are maintained, medical records are handled appropriately, and providers and nurses have the support needed to keep patient care moving. Essential Job Responsibilities Referral Responsibilities

• Coordinate medical specialty referrals, procedures, imaging, and outside appointments for patients as assigned.
• Assemble and send appropriate clinical information to specialists, hospitals, imaging centers, and other outside facilities.
• Review referral details and expectations with patients when needed.
• Track referrals to help ensure they are completed in a timely manner.
• Maintain accurate referral documentation in the electronic medical record.
• Update referral lists and follow up on outstanding referrals as assigned.
• Add new specialists, facilities, pharmacies, labs, or outside providers into the system when needed.
• Coordinate appointments at the hospital or outside facilities for exams, procedures, or testing as assigned.
• Process insurance referrals and procedure prior authorizations as assigned, including imaging and other procedures requiring authorization.
• Document communication with insurance companies, specialists, outside facilities, and patients.
• Ensure medication or supplies needed for procedures are coordinated with the referral or prior authorization when applicable.
• Coordinate direct admissions with the hospital when assigned. Inventory and Ordering Responsibilities
• Manage clinical inventory, including daily counts, balancing, reconciliation, and follow-up on discrepancies.
• Order medical supplies weekly or as needed, ensuring clinic volume needs and cost controls are considered.
• Order office supplies monthly or as needed.
• Order immunizations as needed, including both private and VFC vaccines.
• Reconcile and put away supplies after delivery.
• Provide packing lists, invoices, or supply documentation to the appropriate department for payment processing.
• Monitor inventory of billable supplies, vaccines, medications, devices, and other clinical items to support accurate billing and patient care.
• Communicate with nurses, providers, and management when counts are incorrect or supplies are low.
• Follow up on inventory discrepancies until resolved.
• Keep sample closets, supply areas, and assigned storage areas clean, organized, and free of expired products.
• Put away samples and supplies that come into the clinic. VFC Program Responsibilities
• Manage daily temperature checks and logs for vaccine refrigerators and freezers.
• Monitor vaccine storage equipment and respond appropriately to temperature alerts or concerns.
• Complete monthly VFC reports.
• Complete quarterly VFC reports in USIIS.
• Complete VFC vaccine ordering as required.
• Reconcile immunizations in USIIS.
• Manage vaccine returns as needed.
• Assist with the yearly VFC provider agreement.
• Assist with annual VFC office training.
• Maintain accurate documentation related to VFC inventory, storage, ordering, returns, and reconciliation. Lab Support and Reconciliation Responsibilities
• Stock lab supplies and ensure lab areas have the necessary materials for daily clinic operations.
• Assist with daily A1C controls and new lot number controls as assigned.
• Help maintain lab procedure books, safety information, and required lab documentation.
• Reconcile lab interfaces and lab reports from Quest, CVH, and other outside labs as assigned.
• Review lab reports and related lists to identify missing, unmatched, or incorrectly routed results.
• Add new labs or diagnostic imaging options into the system with appropriate codes when assigned.
• Communicate unresolved lab reconciliation issues to the appropriate nurse, provider, or supervisor. Medical Records Responsibilities
• Manage incoming and outgoing medical records requests.
• Send records to outside offices, facilities, patients, or approved requesting parties according to clinic policy.
• Process incoming records and place them in the appropriate location in the patient chart.
• Maintain a log of patients requesting records for transfer of care.
• Review incoming records for information needed for quality measures, meaningful use, referrals, or patient care follow-up.
• Route records to providers, nurses, or other departments when review or action is needed.
• Follow HIPAA and clinic confidentiality policies when handling all records requests. Floor Nursing Coverage and Cross-Training
• Train in clinical floor duties to provide coverage for nurses when needed.
• Room patients, obtain vital signs, verify patient information, update medication and allergy lists, and prepare patients for provider visits as trained and assigned.
• Assist providers and nurses with patient care tasks within MA scope of practice.
• Assist with procedures, diagnostic testing, injections, immunizations, and patient education as trained and assigned.
• Perform venipuncture and associated processing for outside lab shipment if trained and assigned.
• Assist with urgent care or family medicine coverage during staffing shortages, vacations, illness, or increased patient volume.
• Maintain cross-training for referrals, prior authorizations, inventory, lab support, VFC, medical records, and clinical floor coverage. Other Duties
• Manage and assign documents received through the fax inbox as assigned.
• Assist with preventive service outreach, HEDIS reports, quality measure support, or other clinical projects as assigned.
• Perform other duties as assigned. Job Requirements
• Certified Medical Assistant preferred.
• High school diploma or equivalent required.
• Clinical background required.
• Computer skill and software aptitude required.
• , scheduling systems, email, spreadsheets, and reporting tools.
• Strong communication and customer service skills.
• Effective verbal and written communication skills.
• Strong organization and attention to detail.
• Ability to manage multiple tasks and competing priorities.
• Ability to work independently and follow through on assigned responsibilities.
• Ability to work well with providers, nurses, patients, outside offices, insurance companies, hospitals, and community partners.
• Good judgment and problem-solving skills.
• Ability to maintain confidentiality regarding sensitive patient and clinic information.
• Inventory management experience preferred.
• Medical terminology, referrals, prior authorization, lab, VFC, or medical records experience preferred.
• Must be willing to train in floor nursing duties and provide clinical coverage when needed.
• Must be willing to submit to a background check.

Education / Certification

• High school diploma or equivalent required.
• Certified Medical Assistant preferred.
• Current CPR/BLS certification required or must be obtained within the clinic's required timeframe.

Pay:

From $20.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Disability insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person