Behavioral Health Referral Clerk

Coplin Health Systems; Parkersburg (WV); On-site; USD 28,000 - 38,000; Full time

Job summary

Coplin Health Systems is seeking a referral clerk to coordinate Behavioral Health referrals, maintain accurate EMR documentation, and ensure smooth patient access to services in a complex care setting.

The role requires strong communication, confidentiality, and computer skills, with preference for NRCMA or LPN credentials and experience in referrals or medical records. This is a full-time on-site position in Parkersburg, WV.

Qualifications

• NRCMA and/or LPN preferred.
• Associate degree plus experience in referral/patient navigation and/or billing/medical records will be considered.
• Behavioral health experience is strongly preferred.

Responsibilities

• Coordinates all Behavioral Health referrals for patients.
• Maintains documentation on referrals in the EMR to support team awareness and patient safety.
• Ensures complete patient registration including demographics and current insurance information.
• Contacts review organizations and insurers to confirm prior approvals.
• Orders labs, imaging, and other necessary items for patients.
• Reviews and communicates referral details and timelines to patients.
• Acts as navigator/advocate to secure approvals and resolve access issues.

Skills

Communication

Confidentiality

Professionalism

Computer Skills

Medical Terminology

Cultural Competence

Education

NRCMA

LPN

Associate degree

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Staff Full Time Staff Parkersburg, WV, US

Salary Range: $16.00 To $16.00 Hourly

Position Reports to: Site Director & Informatics Director

FLSA Requirements:

Location:

JOB STATEMENT/SUMMARY

The referral clerk is responsible for coordinating all Behavioral Health referrals for patients at Coplin Health Systems.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES OF THE POSITION

• Maintains ongoing tracking and appropriate documentation on referrals in the electronic medical records system to promote clinical team awareness and ensure patient safety.
• Ensures complete and accurate registration, including patient demographic and current insurance information.
• Assembles information concerning patient's clinical background and referral needs.
• Contacts review organizations and insurance companies to ensure prior approval requirements are met.
• Order necessary labs, imaging, medical supplies, tests, etc. for patients.
• Scans and reviews consultation and radiology results in the patient’s chart, notifying providers of any urgent abnormal results.
• Keeps patients informed of their appointment dates/times.
• Reviews details and expectations about the referral with patients.
• Ensures that referrals are addressed in a timely manner.
• Assists patients in problem solving potential issues related to the health care system, financial or social barriers (e.g., request interpreters as appropriate, transportation services or prescription assistance).
• Serves as the system navigator and point of contact for patients and families and may assume an advocate role on the patient's behalf with the carrier to ensure approval of the necessary supplies/services for the patient in a timely fashion.
• Identifies and utilizes cultural and community resources, establishing and maintaining relationships with service providers (e.g., DME, Home Health, Oxygen companies) and keeping an updated list of referral providers and facilities.
• Ensures that patient's primary care chart is up to date with information on specialist consults, hospitalizations, ER visits and community organization related to their health.
• Performs other duties as assigned, including updating the care team as new specialists are obtained and assisting front desk and medical records.
• Communication (spoken and written)
• Confidentiality (according to HIPAA guidelines)
• Professionalism (with patients, colleagues, and others)
• Computer Skills
• Medical Terminology
• Reasoning Ability
• Cultural Competence (sensitivity to the mission of CHS)

Education (level and type) and Related Work Experience

Candidates with an NRCMA and/or LPN are strongly preferred. Candidates with an associate’s degree and experience in referral/patient navigation and/or billing/medical records will be considered. Candidates with behavioral health experience is strongly preferred.

Professional Growth & Development

Coplin Health Systems believes our employees should continually develop their knowledge, skills, and abilities. All employees are expected to participate in Coplin-sponsored professional development activities (e.g., education programs, in-service meetings, training workshops, coaching, etc.) and remain current in their role capacity through individual development activities (e.g., reading current literature, participating in webinars, attending local and/or regional workshops, etc.).

Safety & Health

Employees are expected to follow CHS safety and health policies.

Supervisory Responsibilities

This job has no supervisory responsibilities.

DISCLAIMER

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

PHYSICAL/ENVIRONMENTAL DEMANDS

The table below shows how much on-the-job time is spent in the following physical activities:

Activity

None

Under 1/3

1/3 to 2/3

Over 2/3

Standing

X

Walking

X

Using hands to finger, handle or feel

X

Reaching with hands and arms

X

Climbing or Balancing

X

Stooping, kneeling, crouching, or crawling

X

Talking or hearing

X

Tasting or smelling

X

Driving

X

Lifting to 25 pounds

X

This position is described as light physical activity job. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected. This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers and smartphones. The noise level in the work environment is usually moderate with frequent interruptions.

Conditions of Employment

Security and Background Requirements

If not previously completed, a background security investigation will be required for all applicants. Appointment will be subject to the applicant's successful completion of a background security investigation and favorable adjudication. Failure to successfully meet these requirements may be grounds for appropriate personnel action. In addition, if hired, a background security reinvestigation or supplemental investigation may be required later. Applicants are also advised that all information concerning qualifications is subject to investigation. False representation may be grounds for non-consideration, non-selection, and/or appropriate disciplinary action.

Department of Homeland Security

If you are selected for this position, the documentation that you present for purposes of completing the Department of Homeland Security (DHS) Form I-9 will be verified through the DHS.

Direct Deposit

All employees are required to have bi-weekly payments made by direct deposit to a financial institution of their choosing.

Other Requirements of Employment

• WVCares Clearance
• Drug Screening
• Driver’s License

EEO Statement

Coplin Health Systems provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or genetics. In addition to federal law requirements, Coplin Health Systems complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Coplin Health Systems expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Coplin Health Systems’ employees to perform their job duties may result in discipline up to and including discharge.

ACKNOWLEDGEMENT

I acknowledge that I have reviewed this job description, that I understand the requirements of this position, that I am qualified and able to perform the requirements associated with this position, and that the job description may be revised by Coplin Health Systems at any time.

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Signature

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Date

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Witness Signature