I can't imagine outsourcing this tracking to a 3rd party vendor. IMO that would be the individual's manager's responsibility or the department manager whose department is receiving the referral.
You also want to review Reg. Z 1026.36 and its Commentary for the definition of a loan originator. You could inadvertently be making your employees loan originators.
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The opinions expressed are mine and they are not to be taken as legal advice.