Referral Specialist

Vocational Instruction Project; New York (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Vocational Instruction Project is seeking a Referral Specialist to coordinate patient referrals, notify patients of appointments, and enter referrals into the EHR (eCW). The role acts as a liaison between patients, providers, and outside facilities, ensuring insurance verification and timely communication.

The ideal candidate will have 1-2 years of referral coordination experience in a health services setting, strong organizational skills, and proficiency with Microsoft Office tools.

Qualifications

• Bachelor's degree preferred; experience in program development or referral coordination is a plus.
• 1-2 years of experience in health services referral coordination is preferred.
• Strong organizational and communication skills are required.
• Ability to multi-task in a fast-paced environment and meet deadlines.

Responsibilities

• Document appointments and communications with providers and patients in the EHR
• Determine patient eligibility for services; arrange and schedule medical appointments
• Ensure referral results are returned within 48 hours after consult
• Data entry of referral date, provider, and status of consultation
• Coordinate scheduling with patients and outside providers
• Notify patients of changes within 24 hours and log follow-up in EHR
• Alert providers to scheduling issues or delays beyond 3 months
• Advise patients on alternative sites/providers for earlier appointments
• Document all patient statements and outcomes of referrals
• Verify and update patient insurance and demographics; contact insurers as needed
• Obtain pre-certification/authorization for services when applicable
• Scan documents to patient EHR; manage referral tracking tools
• Conduct outreach preventive care reminder calls

Skills

Excellent organizational skills

Strong communication skills

Ability to multi-task

Customer service

Leadership facilitation

Bilingual preferred

Education

Bachelor's degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Description

POSITION REPORTS TO: FQHC Practice Transformation and Clinical Administrator

POSITION SUMMARY: The Referral Specialist will coordinate all patient referrals at the request of the Providers. Will notify the patient of appointment and give any instructions if needed for patient to receive appointment date and time. Will enter all referrals into the electronic health record system (eCW), document clear notes, and track and record reports as they are received. They are to act as a liaison between the patient/ provider & specialties. The Referral Specialist communicates with providers via electronic medical record, email, or telephone. The Referral Specialist will identify the insurance coverage and limitation for the patient.

POSITION DESCRIPTION:

• Document appointments and communication with providers and patients in the EHR
• Determine patient eligibility for services; arranging and scheduling medical appointments for referred care
• Ensure referral results are returned to the designated Referral E-Fax within 48 hours after the consult is received, assisting with follow-up as necessary
• Data Entry of Referral date, Provider, and Status of Consultation
• Appropriately schedule all appointments, coordinating with the patients and the outside providers.
• Efficiently notify the patient of any changes in their appointments within 24hrs, including a follow call/letter documented in EHR
• Alert providers if there are any issues scheduling appointment or if the requested referral appointment is schedule for more than 3 months from date referral was generated
• Alert Patient of scheduling delays and assist Patient with other Sites / or Providers for sooner appointment availability, when deemed necessary
• Detail Documentation of all Patient statements and/or conclusion of Referral appointment
• Verify and update patient insurance and demographic information
• Contact insurance carriers to verify patient coverage as needed
• Obtains pre-certification/authorization for services when applicable
• Scan correspondence, consultations, and other documents to Patient’s EHR.
• Manages VIP’s Referral Tracking Tool (eBO, eCW, excel, etc.)
• Conduct outreach preventive care reminder calls to assist patients in managing their healthcare
• Provide great customer service and respectful communication with patients, outside facilities and co-workers
• Participate in meetings, town halls, and collaborations as designated.
• Performs additional duties as assigned by supervisor.

Requirements

EDUCATION AND EXPERIENCE:

• Education: Bachelor's Degree preferred
• Experience: 1-2 years of experience in program development or referral coordination within a health services agency preferred

SPECIAL SKILLS AND KNOWLEDGE:

• In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all the following:
• Excellent organizational and communication skills required.
• Ability to multi-task and meet assigned deadlines from a variety of management staff.
• Ability to work in a fast-paced and ever-changing environment.
• Leadership and/or facilitation experience with a group or team
• Bilingual preferred (English/Spanish or English/French)
• Public presentation and speaking skills
• Extremely proficient in Microsoft Office Suite; employee is willing and able to:
• Create, edit, and interpret charts, tables, and spreadsheets (via Microsoft Excel).
• Effectively manage filter and sort data (via Microsoft Excel).
• Create well-organized documents and outlines (via Microsoft Word).
• Manage mailbox and calendar (via Microsoft Outlook).