TBI Coordinator in San Antonio, Texas at EXPRESS PAIN AND URGENT CARE PLLC

TBI Coordinator

Epic Pain Management | Full-Time | Monday–Friday, 8:00 AM–5:00 PM

San Antonio, TX

TBI Coordinator

Epic Pain Management is seeking a reliable, organized, and detail-oriented TBI Coordinator to join our team. This position is responsible for coordinating referrals, scheduling, tracking, documentation, and follow-up for patients referred for Traumatic Brain Injury (TBI) evaluations and related services.

The ideal candidate will have experience in healthcare administration, medical referrals, patient coordination, or Personal Injury (PI) case management. This position requires excellent communication skills, strong attention to detail, and the ability to manage multiple patient cases in a fast-paced medical environment.

At Epic Pain Management, every patient interaction matters. Our team works collaboratively with providers, Patient Advocates, Case Managers, attorneys, and outside medical facilities to ensure patients receive timely, coordinated care.

As a TBI Coordinator, you will play an important role in supporting patient care by ensuring referrals, appointments, medical records, and follow-up tasks are completed accurately and efficiently.

Benefits include:

• PTO, paid holidays & 401(k) with 4% employer match
• 80% employer-paid medical insurance for employees, plus optional low-cost dental, vision, and family plans
• Pet insurance, legal insurance, identity theft protection, travel insurance, and employee discount programs

The TBI Coordinator serves as the primary administrative resource for coordinating TBI-related patient workflows. Responsibilities include reviewing provider orders and referrals, scheduling appointments, tracking outstanding evaluations, obtaining medical records and diagnostic reports, and communicating with patients, providers, attorneys, and outside facilities.

This position requires strong organizational skills, accurate documentation, and consistent follow-through to ensure patients progress through their established care plans without unnecessary administrative delays.

The TBI Coordinator does not independently diagnose medical conditions, interpret diagnostic findings, recommend treatment, or provide medical or legal advice.

• Coordinate administrative workflows for patients referred for TBI evaluations and related services
• Review provider orders, referrals, and documentation for required administrative follow-up
• Process TBI-related referrals according to established company procedures
• Maintain accurate tracking of active and outstanding TBI cases
• Monitor referrals from initial order through scheduling, completion, and follow-up
• Identify missing documentation, incomplete referrals, and scheduling delays
• Coordinate with providers, Patient Advocates, Case Managers, and other departments to resolve outstanding items
• Ensure patient information and required referral documentation are complete

• Schedule and coordinate TBI evaluations with appropriate providers and outside facilities
• Communicate with patients regarding appointments and scheduling requirements
• Follow up on outstanding appointments, diagnostic testing, and evaluations
• Assist with rescheduling missed or canceled appointments
• Track patients who have not completed ordered services
• Document patient communications and scheduling activity accurately
• Notify appropriate departments regarding unresolved scheduling barriers

• Coordinate with Patient Advocates and Case Managers regarding Personal Injury cases
• Communicate with attorneys and law firms regarding authorized administrative case information
• Provide updates on referral status, appointments, and outstanding documentation
• Coordinate with outside providers, referral sources, and diagnostic facilities
• Maintain professional communication with patients, attorneys, and healthcare professionals
• Ensure appropriate authorization before releasing patient information
• Escalate clinical, legal, or unusual case-related requests to the appropriate department

• Request and follow up on medical records, diagnostic reports, and TBI evaluations
• Coordinate with neurologists, imaging facilities, and specialty providers
• Confirm receipt of completed evaluations and reports
• Route clinical results and documentation to the appropriate provider for review
• Maintain accurate patient documentation within Athena/AthenaOne
• Track missing records and outstanding documentation
• Ensure patient records and referral information are processed according to company procedures
• Maintain HIPAA compliance and patient confidentiality

• Maintain organized TBI case trackers, spreadsheets, dashboards, and reports
• Monitor outstanding referrals, appointments, and follow-up tasks
• Update patient case statuses accurately and timely
• Review work queues and assigned tasks for outstanding items
• Prepare status reports and summaries for department leadership
• Identify recurring delays and workflow barriers
• Assist with improving referral tracking and patient coordination processes
• Maintain accurate and organized electronic records

• Work collaboratively with providers, Patient Advocates, Case Managers, referral coordinators, and medical records personnel
• Maintain professional communication with patients and outside healthcare facilities
• Escalate unresolved administrative concerns to appropriate leadership
• Follow established company policies and procedures
• Maintain patient confidentiality and comply with HIPAA requirements
• Demonstrate professionalism, accountability, organization, and attention to detail
• Participate in required training and departmental meetings
• Maintain regular and reliable attendance and punctuality
• Perform other job-related duties as assigned by management

Requirements

• High school diploma or GED required
• Previous healthcare administration, medical office, patient coordination, referral processing, or case management experience preferred
• Personal Injury (PI) healthcare experience preferred
• Experience coordinating TBI, Neurology, imaging, or specialty referrals preferred
• Experience communicating with attorneys and law firms preferred
• Experience obtaining medical records and diagnostic reports preferred
• Proficient with Electronic Medical Record (EMR) systems
• Athenahealth/AthenaOne experience preferred
• Experience maintaining spreadsheets, patient trackers, and workflow reports
• Strong organizational, communication, and time-management skills
• Excellent attention to detail and documentation accuracy
• Ability to manage multiple patient cases, deadlines, and follow-up responsibilities
• Ability to work effectively in a fast-paced, high-volume medical environment
• Ability to communicate professionally with patients, providers, attorneys, and outside facilities
• Ability to maintain patient confidentiality and comply with HIPAA requirements
• Bilingual in English and Spanish preferred
• Dependable, adaptable, and professional
• Must be available to work Monday through Friday, 8:00 AM–5:00 PM
• Regular and reliable attendance and punctuality are essential functions of this position