Referral Specialist

Warren Clinic, Inc.; Tulsa (OK); On-site; USD 40,000 - 55,000; Full time

Job summary

Warren Clinic, Inc. is seeking a Referral Specialist to review and analyze referral requests, obtain authorizations, and coordinate scheduling with specialty offices and patients. The role requires 3–4 years of related experience and strong PC and communication skills, with Epic used for documentation.

The position focuses on ensuring accurate referral processing and timely patient appointments, working closely with Warren Clinic team members and external providers in a fast-paced environment.

Qualifications

• High School Diploma or GED required.
• 3–4 years related experience in referral coordination or similar.
• Proficient PC skills and strong customer service abilities.

Responsibilities

• Review and analyze referral requests and coordinate scheduling of referred-to specialty.
• Obtain necessary authorizations for plans (managed care, Medicaid, Medicare).
• Communicate with specialty offices and patients to confirm appointments.
• Document referral details and ensure completion in Epic.
• Support daily operations and respond to referral inquiries from Warren Clinic staff.

Skills

PC skills

Customer service

Organizational skills

Communication skills

Education

High School Diploma or GED

Tools

Epic

Job description

Full Time Days Job Summary

The Referral Specialist will review, analyze and document all referral requests, obtain appropriate authorizations for all plans (managed care, Medicaid, Medicare) and coordinate the scheduling of the “referred to” specialty including communication with the Specialty Office and Patient.

Minimum Education: High School Diploma or GED. Licensure, Registration and/or Certification: None. Work Experience: 3 - 4 years related experience. Knowledge, Skills and Abilities: PC skills, customer service skills, organizational skills, communication skills.

Essential Functions and Responsibilities

Daily queue accessed and analyzed to prioritize work to achieve optimal scheduling of patient for care. Includes research of referral to determine if all documentation is included necessary to process request and to assist in obtaining authorization if required for payment. Departmental protocols to be followed to ensure consistency in documentation in Epic as well as any communication to ensure completion. Works with partner to ensure daily coverage. Communication with specialty staff/offices and diagnostic locations to ensure appointment date and time is arranged and communicate same to patients. Document appointment information for PCP office to ensure referral completion. Weekly and monthly accounting of referral queue aging to review and provide information about accessibility of patient care by specialty. Responsible to locate specialty physicians and maintain desktop reference information relating to assigned specialty to serve as knowledgeable resource. Answer telephone calls from patients seeking new physicians. Determine match for patient based on geographic area, insurance and presenting medical problem(s) to facilitate patient care. Also serve as contact point for Warren Clinic office staff with 'same day' referral questions and inquiries about patient referral status. All staff share in telephone assignment and are responsible to be knowledgeable of resources. Ensure that questions, potential delays and changes are brought to the attention of supervisor and/or manager for support and update of information to facilitate processing of referrals.

Decision Making

The carrying out of non-routine procedures under constantly changing conditions, in conformance with general instructions from supervisor.

Working Relationships

Works directly with patients and/or customers. Works with internal customers via telephone or face to face interaction. Works with external customers via telephone or face to face interaction. Works with other healthcare professionals and staff. Works frequently with individuals at Director level or above.

Special Job Dimensions

None.

Supplemental Information

This document generally describes the essential functions of the job and the physical demands required to perform the job. This compilation of essential functions and physical demands is not all inclusive nor does it prohibit the assignment of additional duties.

Central Scheduling - Warren Clinic Location

Tulsa, Oklahoma 74146

EOE Protected Veterans/Disability

Saint Francis is a Catholic, not-for-profit Health system based in Tulsa, Oklahoma. We are the largest private employer in Eastern Oklahoma with over 12,000 employees, including 1,000 physicians. The health system is anchored by the 1,112-bed Saint Francis Hospital, the largest hospital in Oklahoma and the 11th largest in the nation. Our system also includes hospitals in south Tulsa, Muskogee and Vinita, as well as 110 Warren Clinic locations from Monkey Island to McAlester, northeastern Oklahoma's only children's hospital, a level IV neonatal intensive care unit, a 168-bed heart hospital, and Tulsa's leading trauma and emergency center.