Referral Coordinator I

Elders; Oakland, Northern (CA, KY); Hybrid; USD 35,000 - 52,000; Full time

Job summary

Center for Elders’ Independence in Oakland, CA seeks a Referral Coordinator I to support providers across clinics with scheduling of outside specialist referrals, data entry, and coordination with external specialists.

Under supervision of HIRM, duties include coordinating appointment dates, maintaining records in the EHR, obtaining referral numbers, and ensuring transportation and confirmations.

Qualifications

• Associate degree or equivalent work experience.
• Minimum one year’s experience authorizing and scheduling medical appointments.
• Knowledge of medical terminology; terminology course preferred.
• Experience with electronic health record.
• Basic proficiency in MS Office.
• Proficient in oral and written English.
• Customer service oriented with courteous communication.
• Detail oriented with high accuracy.
• Ability to prioritize work within deadlines.
• Ability to work independently and as part of a multidisciplinary team.

Responsibilities

• Receives and processes referrals, coordinating with participants, caregivers and the interdisciplinary team.
• Coordinates appointment dates/times with external specialists and transmits required information.
• Maintains records of appointment dates/times and referrals in the EHR.
• Obtains referral authorization numbers through the finance system and enters them for claims processing.
• Works with Health Information Coordinator to ensure clinical information is delivered as required.
• Confirms all arrangements (transportation, escort, interpreter) to complete appointments.
• Communicates effectively with team members and participants, escalating issues when needed.
• Participates in department meetings to discuss process improvements.
• Maintains confidentiality per HIPAA and adheres to agency policies.

Skills

Customer service

Detail oriented

MS Office

Teamwork

Independent work

Education

Associate degree or equivalent

Tools

Electronic health record

Job 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.