Referral & Enrollment Coordinator

Summary

The Referral & Enrollment Coordinator supports CHAP’s care coordination process by managing incoming referrals, completing participant enrollments, and maintaining accurate data within the Care Coordination System (CCS). This role serves as a key communication link between referral sources, CHWs, and contracted Care Coordination Agencies (CCAs). The Coordinator ensures referrals are processed promptly, enrollment information is complete and accurate, and documentation meets Pathways Community HUB model requirements. The position also provides routine reporting, tracks outcomes, and supports administrative tasks that strengthen program performance.

Essential Responsibilities

Referral Intake & Allocation

• Receive and process referrals in a timely manner, following established protocols for proper distribution to CCAs.
• Maintain accurate logs of referral activity and ensure all referrals receive appropriate follow-up.
• Collect demographic, insurance, and preliminary eligibility information during referral intake.
• Verify insurance benefits and coverage as needed.
• Track referral outcomes and ensure they are submitted to The Pathways Community HUB.

Participant Enrollment & Documentation

• Complete CCS enrollments for pregnant, pediatric, and adult participants, gathering information from CHWs through meetings or calls.
• Monitor CHW follow-up and participant contacts to ensure program expectations are met.
• Track caseload ratios to support balanced care coordination assignments.
• Conduct one-year infant survival follow-up reporting, including outreach to locate participants with missing birth outcome data.

Data Review & Quality Assurance

• Review CCS data regularly to confirm that pathways, monthly visits, and required documentation are completed accurately.
• Identify missing or incorrect data and communicate with CHWs or supervisors to resolve issues.
• Ensure compliance with program standards, internal protocols, and Pathways Community HUB reporting requirements.

Reporting & Administrative Support

• Provide routine referral, enrollment, and outcome reports to administrative staff and referral sources.
• Support the Executive Director with data tracking, trends, and program insights.
• Perform clerical or administrative tasks as needed to support program operations.
• Carry out other duties as assigned to meet organizational needs.

Skills & Abilities

· Strong interpersonal skills and the ability to build effective relationships with diverse populations.

· High level of professionalism, discretion, and confidentiality.

· Solid analytical abilities with the capacity to interpret information from multiple sources.

· Excellent verbal and written communication skills.

· Strong organizational and time management skills; able to manage multiple priorities.

· Ability to complete assigned tasks independently and follow through reliably.

· Strong customer service orientation.

· Proficient in Microsoft Word, Excel, PowerPoint, and comfortable learning additional software (including CCS).

Education & Experience

· Associate degree and at least two (2) years of relevant work experience, or an equivalent combination of education and experience.

· Two (2) years of office experience, preferably in a nonprofit, healthcare, or human services setting.

Work Environment

This position operates in a professional office environment. The Referral & Enrollment Coordinator uses standard office equipment, computers, data systems, and communication tools to complete daily tasks.

Physical Demands

· Ability to sit for extended periods while reviewing or entering data.

· Ability to communicate effectively in person, by phone, and electronically.

· Ability to lift up to 10 pounds as needed.

· Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Other Duties

This position may include additional responsibilities not listed here, based on organizational needs.

Employment At-Will

Employment with CHAP is at-will and may be ended by either party at any time. This job description does not constitute an employment contract.

Equal Employment Opportunity

CHAP is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, gender identity or expression, sexual orientation, pregnancy, age, national origin, disability, veteran status, or any other protected status under federal or Ohio law.

Revision History

Created:

Revised:

11/24/25

Approved by CHAP Board of Directors:

Pay: $18.00 - $22.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Application Question(s):

• This position does not currently offer health insurance, retirement, or other traditional employee benefits. CHAP does offer paid time off, paid holidays, and flexibility with scheduling. Knowing this, are you still interested in the Referral & Enrollment Specialist position?
• A major part of this position involves calling individuals who have been referred to CHAP, introducing our free Community Health Worker services, answering questions, and helping interested participants complete the enrollment process. Many of these individuals will not be expecting your call. Are you comfortable making frequent outbound calls, starting conversations with new people, and taking the lead in helping them get enrolled?

Work Location: In person

Salary : $18 - $22