Administrative Assistant

Talentify; Portland (OR); On-site; USD 42,000 - 54,000; Full time

Job summary

Talentify in Portland, OR is seeking a detail‑oriented referral coordinator to support ambulatory access services. You will enter referrals, verify information, and route requests to the correct departments.

The role emphasizes patient focus, clear communication with referring practices, and identifying barriers to timely processing. A strong eye for accuracy and experience with high‑volume scheduling are required.

Qualifications

• Bachelor's degree or equivalent healthcare experience is required.
• 1+ year in ambulatory health care clinic or equivalent preferred.
• High level of attention to detail and ability to multitask.

Responsibilities

• Process incoming referrals.
• Verify information is accurate and complete.
• Route referrals in Epic to the correct department work queue.
• Identify initial medical records needed for review.
• Communicate with referring practice when information is incomplete.
• Monitor referrals and identify barriers to processing.

Skills

Attention to detail

Data entry

Communication

Multi-tasking

Keyboarding

Education

Bachelor's degree

Associate degree

HS Diploma

Tools

Epic

Job description

A successful incumbent is one who enjoys a high level of data entry work while paying very close attention to details. They are able to provide clear feedback to the manager about challenges and barriers experienced in the process. They offer ideas for solutions. They always keep the patient as the focus. This candidate would find great success in knowing that each referral entered and worked each day was directly making a difference in a patient’s life.

This position serves as a member of the Ambulatory Access Services department, which is responsible to support the systems and operations of ambulatory practices, professional service and hospital departments.

Workflows supported by the AAS department include: patient appointment scheduling, new patient visit preparation, referrals entry and triage. The department supports its customers in workflows that start when the external referral is received to when the patient initially calls to obtain services, through their arrival in clinic.

Day To Day Responsibilities

• Process incoming referrals
• Process incoming referrals and verify that the information received is accurate and complete
• Verify correct information for referral based on Intake Matrix
• Route referral in Epic to correct department work queue
• Identify initial medical records needed
• Use scheduling Matrix to identify medical records that are needed for medical review or patient visit
• Send initial request(s) for those records
• Communication
• Communicate with referring practice if information is incomplete, inaccurate or additional information is needed
• Communicate with supervisor/manager if information
• Monitoring and quality assessment
• Identify barriers to referrals being processed appropriately
• Identify system or process improvements
• Keep management apprised of issues, challenges and barriers
• Diagnosis matrix
• Regularly review and recommend updates to the Intake Matrix
• Ensure accuracy of details on the Matrix. Work with Supervisor if updates are needed

Requirements

Requirements

• Bachelor's degree plus 2 years exp working in ambulatory health care clinic OR
• Associate degree plus 4 years exp working in ambulatory health care clinic OR
• HS Diploma plus 6 years exp working in ambulatory health care clinic.
• 1 yr exp in medical office setting, including high volume of patient phone calls, high level of multi tasking, and scheduling.
• Basic computer keyboarding skills required.
• Proficient computer skills including word processing.
• Extremely high level of attention to detail
• Preferred: Exp using Epic