ECI Referral Clerk

General Summary

The ECI referral clerk is responsible for processing each referral by entering it into the electronic medical record (EMR) system and Texas Kids Intervention Data (TKIDS) system. The role involves verifying all data with the referral source and parent, scheduling initial evaluations and Individualized Family Service Plans (IFSP) with parents, and ensuring compliance with federal indicators related to the 45‑day enrollment process.

The clerk upholds the security and confidentiality of all client records by following FERPA and HIPAA laws.

• Receives and processes all referrals received via phone call, email, and fax.
• Calls the parent of the referred child and ensures all referral demographics and identifiable information is correct.
• Informs family about the ECI program and the referral process.
• Schedules the initial evaluation and potential IFSP with the parent and provides the written notice via email or mail.
• Confirms all scheduled initial evaluation/IFSP appointments daily, reschedules appointments as needed, and locates other potential clients for unexpected slots that become available due to last‑minute cancellations and no shows.
• Enters all referral information accurately in the EMR and TKIDS, following all policies, procedures and steps when entering the data.
• Reviews referral reports in both EMR and TKIDS, identifies the referral disposition in the systems, and ensures that the systems display correct data.
• Follows federal indicators related to the 45‑day timeline.
• Ensures closures and dispositions are recorded in EMR and TKIDS.
• Performs additional duties as assigned.

• 3 years relevant employment experience.

• High School Diploma or GED with a minimum of three (3) years relevant employment experience.
• Must be able to work cooperatively and effectively with other Program and Agency personnel.
• A valid driver’s license, satisfactory safe driving record and auto insurance required.
• Must authorize and pass a criminal history background check, and must pass a pre‑employment physical exam.

• Three years of proficiency with Microsoft Office.
• Knowledge of standard office equipment and standard office software applications.
• Able to efficiently organize, proofread, problem solve and multitask.

If a preliminary offer of employment is extended, a physical will be required before the offer can be accepted.

Light to medium physical duties include standing, walking, reaching, bending, hearing, and talking for up to eight (8) hours a day. Must have good vision; with or without corrective lenses. Must be able to lift twenty (35) pounds. Lifting will be primarily confined to occasional on‑premises lifting of boxes of office supplies and minor office equipment. Non‑physical demands include performing tasks simultaneously, meeting multiple deadlines, making judgment decisions, and having irregular schedules as needed.