Registration and Referrals Specialist

SUMMARY OF MAJOR FUNCTIONS

The Coquille Indian Tribe operates the Ko-Kwel Wellness Center (KWC) and Shishda Haws Rehabilitation & Fitness Center to provide comprehensive, culturally responsive healthcare, rehabilitation, wellness, and prevention services to the Coquille Indian Tribe community.

Under the direct supervision of the Allied Health Services Director, this position provides registration, referral processing, scheduling, reporting, and administrative support for the Allied Health Services Department. The primary work location for this position is the Shishda Haws Rehabilitation & Fitness Center, where the position supports physical therapy, massage therapy, rehabilitations programming, and wellness services. The position may also provide support to other Allied Health and/or KWC programs as assigned.

The Registration and Referrals Specialist serves as a primary point of contact for patients, referral partners, and care teams, ensuring timely registration, referral processing, scheduling coordination, patient navigation, data tracking, and communication. The position supports efficient operations and patient access across Allied Health Services through effective administrative support, record maintenance, reporting, and customer service.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Registration and Patient Access

• Register new and returning patients and maintain accurate demographic information in the electronic health record.
• Verify insurance eligibility, referral requirements, and required authorizations.
• Schedule, confirm, cancel, and reschedule appointments for Allied Health Services or other KWC departments, as directed.
• Assist with maintaining provider schedules and maximizing appointment utilization.
• Answer incoming calls, respond to inquiries, and assist patients, visitors, and referral partners.
• Collect patient payments and process required documentation.

Referral Management

• Receive, process, and track internal and external referrals for Allied Health Services.
• Monitor referral work queues and ensure referrals are processed in a timely manner.
• Obtain prior authorizations and submit supporting documentation as required.
• Coordinate referral appointments and communicate scheduling information to patients and referring providers.
• Maintain accurate referral documentation within the electronic health record.
• Collaborate with and support other KWC referral coordinators, as needed.

Reporting, Administrative, and Program Support

• Maintain referral, scheduling, utilization, and other departmental tracking systems.
• Assist with collecting and reporting operational, quality, grant, and performance data.
• Prepare routine reports related to schedules, referrals, no-show rates, and other departmental metrics.
• Maintain electronic and paper filing systems and prepare correspondence, forms, and reports as needed.
• Assist with departmental projects, outreach activities, quality improvement initiatives, and special events.
• Maintain confidentiality in accordance with HIPAA and Tribal policies.
• Participate in meetings, training, and other organizational activities.
• Perform other duties as assigned.

The above statements reflect the general duties considered necessary to describe the principal functions of the job and are not intended to be an exhaustive list of all responsibilities. Other duties may be assigned.

PHYSICAL REQUIREMENTS

This position requires the ability to communicate effectively orally and in writing. Frequent use of computers and repetitive movements of the wrists, hands, and fingers is required. Duties may involve standing or sitting for extended periods, walking, bending, stooping, kneeling, reaching and occasionally lifting up to fifty pounds. Work is performed primarily in an office and healthcare environment. Local travel may occasionally be required. The individual must be able to perform the essential duties with or without reasonable accommodation without posing a safety risk to self or others.

KNOWLEDGE, SKILLS, AND ABILITIES

The individual must be able to perform the essential duties and responsibilities of the position safely, efficiently, and accurately. Work duties or processes may be modified, when appropriate and feasible, to support successful performance without creating a significant safety risk.

• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Knowledge of healthcare registration, scheduling, referral management, and office processes.
• Ability to utilize electronic health records and patient management systems.
• Strong organizational skills and attention to detail.
• Ability to management multiple priorities and meet deadlines.
• Ability to collect, track, and report program and operational data.
• Knowledge of HIPAA and confidentiality requirements.
• Ability to work cooperatively with patients, staff, community partners, and outside providers.
• Working knowledge of medical terminology.

REQUIRED QUALIFICATIONS

• High School diploma or equivalent required.
• Minimum three (3) years of experience in a medical office or healthcare support role required.
• First Aid, CPR, and QPR certification required or ability to obtain within ninety (90) days.
• Ability to collaborate professionally and effectively with internal and external partners.
• Current and valid driver’s license in good standing with no insurability restrictions.

PREFERRED QUALIFICATIONS

• Experience with insurance referrals, prior authorizations, and care coordination processes preferred.
• Experience with the OCHIN and Epic electronic health record (E.H.R.) system and understanding or referral work queues preferred.
• Experience working for a Tribe or Tribal organization preferred.

Salary : $22 - $25