Referral Coordinator I

Center for Elders' Independence; Oakland (CA); On-site; USD 54,000 - 78,000; Full time

Job summary

Center for Elders’ Independence is a PACE organization providing integrated health care services for the elderly, including an Adult Day Health Center. The Referral Coordinator I supports clinics by scheduling outside specialists and coordinating with vendors, CEI departments, and transportation to ensure timely appointments.

The role requires accurate data entry into electronic systems, strong communication, and the ability to work with an interdisciplinary team to optimize referral processes

Qualifications

• Associate degree or equivalent work experience.
• Minimum one year’s experience authorizing and scheduling medical appointments is required.
• Knowledge of medical terminology preferred.
• Experience with electronic health records is required.
• Basic proficiency in MS Office is preferred.
• Proficient with oral and written English is required.
• Customer service oriented with friendly, courteous communication in person, on the phone and in writing.
• Detail oriented with high accuracy.
• Ability to prioritize work according to productivity standards and deadlines.
• Ability to work independently and in a multidisciplinary team.

Responsibilities

• Receives and processes referrals, ensuring timely coordination with participants, caregivers and the interdisciplinary team.
• Collaborates with external specialist/vendor offices to secure appointment dates/times and transmits necessary information.
• Maintains awareness of CEI contracted provider networks with Contracts department.
• Documents and maintains accurate records of appointment dates/times and referral tracking in the EHR.
• Uses the finance system to obtain referral authorization numbers and flags them for claims processing.
• Collaborates with Health Information Coordinator to ensure clinical information is available to external specialists.
• Confirms appointments by arranging transportation, escort, interpreter, etc.
• Communicates effectively to address team member and participant concerns and escalates issues as needed.
• Participates in department meetings to improve referral processes and service delivery.
• Attends clinic meetings to review participant appointment needs and prioritize urgent appointments.
• Maintains dependable attendance and timely timesheets.
• Displays willingness to assist all customer groups including team members, participants and families.
• Follows agency policies and participates in Quality Improvement activities.

Skills

Customer service

Communication

Detail oriented

Multidisciplinary teamwork

Time management

Problem solving

Education

Associate degree or equivalent work experience

Tools

Electronic Health Record

MS Office

Job description

Description

Referral Coordinator I

The Center for Elders’ Independence is a PACE (Program of All-Inclusive Care for the elderly) organization that uses an interdisciplinary team approach to care planning and care implementation for the purpose of providing high quality, affordable, integrated health care services to the elderly, including an Adult Day Health Center, and promoting autonomy, quality of life and the ability of individuals to live in their communities.

POSITION: Under the supervision of the Health Information and Referrals Manager (HIRM), the Referral Coordinator I provides a single point of contact supporting providers in all clinics with scheduling of outside specialist referrals. The role requires detailed and accurate data entry into various electronic systems accompanied by all necessary internal and external communication such as coordinating with external specialists/vendors offices, other CEI departments and facilitating transportation to assure an efficient, appropriate and timely external specialist visit.

The hourly pay range for the Referral Coordinator I position at Center for Elders’ Independence is $25.75 to $37.75. Placement within the range is determined based on job-related factors such as relevant experience, skills, abilities, internal equity, and market data, consistent with CEI’s annual compensation review and established compensation practices.

Duties and Responsibilities:

• Receives and processes referrals, ensuring timely coordination with participants, their caregivers and the interdisciplinary team.


• Collaborates with external specialist/vendor offices to secure appropriate appointment dates/times and facilitates the transmission of necessary information.


• Maintains awareness of CEI contracted provider networks in collaboration with the Contracts department.


• Documents and maintains accurate records of appointment dates/times and referral tracking in the electronic health record and related systems.


• Utilizes finance system to obtain referral authorization numbers, enters them into referral and alerts vendor for claims processing.


• Collaborates with Health Information Coordinator (HIC) to assure clinical information is available and delivered to external specialists as required.


• Confirms appointments by ensuring all necessary arrangements (transportation, escort, interpreter, etc.) are in place to facilitate successful appointment completion.


• Demonstrates effective communication when addressing team member and participant concerns by demonstrating effective problem-solving skills and escalating complex issues to HIRM when necessary.


• Participates in department meetings and contributes to discussions aimed at improving referral processes and service delivery.


• Attends clinic meetings to review participant appointment needs and prioritize urgent appointments.


• Demonstrates dependability by arriving consistently and on time to scheduled work hours, and submit timely and accurate timesheets.


• Display a willingness and ability to be responsive to all customer groups, including team members, participants and their families.


• Follows all agency policies and procedures and training requirements.


• Participates in Quality Improvement program as required.


• Maintain the confidentiality of all participant information according to HIPAA requirements.


• Performs other duties as assigned in a positive and helpful manner.

Qualifications:

• Associate degree or equivalent work experience


• Minimum one year’s experience authorizing and scheduling medical appointments, required.


• Knowledge of medical terminology, completion of medical terminology course preferred.


• Experience with electronic health record required.


• Basic proficiency in MS Office systems preferred.


• Proficient with oral and written English is required.


• Customer service oriented with friendly, courteous communication style in person, on the phone and in writing.


• Detail oriented, high degree of work accuracy.


• Ability to prioritize work according to productivity standards and within deadlines.


• Ability to work independently with minimal supervision and as part of a multidisciplinary team is required.

The above job description is intended to communicate the general function of the mentioned position and by no means shall be considered an exhaustive or complete outline of the specific tasks and functions that will be required. CEI reserves the right to change job descriptions, location assignments, and or work hours as required by the needs of the program. All employees are expected to perform their duties within their ability as required by the job and/or as requested by management.

Center for Elders’ Independence is a PACE (Program of All- Inclusive Care for the Elderly) organization that uses an interdisciplinary team approach to care planning and care implementation for the purpose of providing high quality, affordable, integrated health care services to the elderly, including an Adult Day Health Center, and promoting autonomy, quality of life and the ability of individuals to live in their communities. Unlike other healthcare plans, CEI is not a "fee-for-service" plan. It is a “capitation” healthcare plan. CEI is paid a set amount for each person enrolled in our program, whether or not that individual seeks care. We are a growing company that offers stability and continues to thrive.