OFFICE/REFERRAL COORDINATOR - CTC (PT)

West Park Hospital; Cody (WY); On-site; USD 32,000 - 42,000; Part time

Job summary

Cody Regional Health Cancer Treatment Center in Cody, WY is seeking an Office/Referral Coordinator to support referral workflows and patient information management. The role focuses on gathering health data, coordinating referrals, and ensuring timely communication between providers and patients.

The coordinator will register patients accurately, obtain appropriate authorizations, and assist with problem-solving barriers to access.

Qualifications

• High school diploma or equivalent preferred; additional college-level coursework in administrative, secretarial, or clerical studies preferred.
• Medical Assistant training or certification preferred but not required.

Responsibilities

• Maintain ongoing tracking and appropriate documentation on referrals-both incoming and outgoing- to promote team awareness and ensure patient safety.
• Ensure complete and accurate registration, including patient demographic and current insurance information.
• Assemble information concerning the patient’s clinical background and referral needs.
• Contact organizations and insurance companies to ensure prior authorization and prior approval requirements are met.
• Coordinate VA authorizations and appointments.
• Provide specific medical information to financial services to maximize reimbursement to the hospital and providers.
• Review details and expectations about the referral with patients.
• Assist patients in problem-solving potential issues related to the healthcare system, financial or social barriers.
• Refer patients out of clinic for testing and procedures.
• Refer patients to see other specialty providers. Follow up on referrals made out of clinic.
• Assist the nurse navigator and be a point of contact for patients and families.
• Ensure that referrals are addressed in a timely manner.
• Remind patients of appointments.
• Ensure that patient’s chart is up to date with information.
• Review incoming referrals with providers and coordinate appointments with nurse navigator.
• Duties as assigned by director.
• Serve as referral coordinator completing the steps necessary to send out as well as receiving back referral information.
• Assist with secretarial and registration duties for the clinic.
• File maintenance requests and ensure items are repaired.
• Perform record searches for providers and complete requests for information.
• Retrieve mail from mailbox and other clinics. Distribute to appropriate staff.
• Sort faxes and mail. Distribute to appropriate areas.
• Review for completed referrals.
• Work effectively with office providers daily, being flexible to maximize office efficiency
• Attend meetings as requested
• Perform duplication of necessary materials/correspondence, etc.
• Serve on committees as requested.
• May be requested to perform other duties and responsibilities for which the individual is qualified.

Skills

Confidentiality

Interpersonal skills

Customer service

Organization

Prioritization

Communication

MS Office

Learn new software

Critical thinking

Detail oriented

Teamwork

Follow-through

Education

High school diploma

Secretarial coursework

Tools

Microsoft Word

Outlook

Job description

Cody Regional Health · CANCER TREATMENT CENTER

Cody , WY

Administrative Support

Part Time (40 pp) , Days

Posted 09/01/2026

JOB TITLE:

Office/Referral Coordinator

DEPARTMENT:

Cancer Treatment Center

REPORTS TO:

Cancer Center Director/CTC Clinical Supervisor

JOB SUMMARY

The Office/Referral Coordinator is responsible for gathering health information and records necessary to continue care to the referring provider/agency. Complete follow up and assist with both sending as well as receiving all correspondence and documents to complete pending referrals.

JOB REQUIREMENTS

• High school diploma or equivalent preferred; additional college-level coursework in administrative, secretarial, or clerical studies preferred.
• Medical Assistant training or certification preferred but not required.

EXPERIENCE

Minimum of two years of secretarial, bookkeeping and receptionist experience. Billing experience preferred. Medical Assistant experience preferred.

SKILLS

• Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Must have strong interpersonal skills with the ability to communicate with staff and public in a friendly, courteous and helpful manner.
• Must have a strong customer service focus.
• Must have excellent organizational skills.
• Must be organized and be able to manage competing priorities.
• Strong verbal and written communication skills.
• Strong computer and keyboarding skills.
• Must have ability to learn and use Microsoft Office Suite products including Word and Outlook.
• Ability to learn new computer software applications.
• Must have critical thinking skills.
• Detail oriented.
• Teamwork orientation.
• Must be able to follow through with delegated tasks and accountability.

ESSENTIAL FUNCTIONS

• Maintain ongoing tracking and appropriate documentation on referrals-both incoming and outgoing- to promote team awareness and ensure patient safety.
• Ensure complete and accurate registration, including patient demographic and current insurance information.
• Assemble information concerning the patient’s clinical background and referral needs.
• Contact organizations and insurance companies to ensure prior authorization and prior approval requirements are met. Present necessary medical information such as history and diagnosis to providers and team members.
• Coordinate VA authorizations and appointments.
• Provide specific medical information to financial services to maximize reimbursement to the hospital and providers.
• Review details and expectations about the referral with patients.
• Assist patients in problem-solving potential issues related to the healthcare system, financial or social barriers.
• Refer patients out of clinic for testing and procedures.
• Refer patients to see other specialty providers. Follow up on referrals made out of clinic.
• Assist the nurse navigator and be a point of contact for patients and families.
• Ensure that referrals are addressed in a timely manner.
• Remind patients of appointments.
• Ensure that patient’s chart is up to date with information.
• Review incoming referrals with providers and coordinate appointments with nurse navigator.
• Duties as assigned by director.

SECONDARY FUNCTIONS

• Serve as referral coordinator completing the steps necessary to send out as well as receiving back referral information.
• Assist with secretarial and registration duties for the clinic.
• File maintenance requests and ensure items are repaired.
• Perform record searches for providers and complete requests for information.
• Retrieve mail from mailbox and other clinics. Distribute to appropriate staff.
• Sort faxes and mail. Distribute to appropriate areas.
• Review for completed referrals.
• Work effectively with office providers daily, being flexible to maximize office efficiency
• Attend meetings as requested
• Perform duplication of necessary materials/correspondence, etc.
• Serve on committees as requested.
• May be requested to perform other duties and responsibilities for which the individual is qualified.