Referrals - Medical Assistant

POSITION TITLE: MEDICAL ASSISTANT-REFERRALS

FLSA: NON-EXEMPT

Job Summary:

The Referrals Specialist coordinates and processes patient referrals, ensuring accurate documentation, insurance approvals, and timely follow-up. They work with patients, staff, and external providers to ensure access to care while maintaining compliance. The specialist also keeps detailed records and guides patients on next steps. Supervisory Responsibilities:

• None

Duties/Responsibilities:

• Process patient referrals to internal and external specialists and services, ensuring timely and accurate submission of required documentation and insurance authorizations.
• Coordinate client referrals and communicate with outside agencies and providers to facilitate appointments and services.
• Track referral statuses and follow up with providers, patients, and external offices as needed to ensure timely completion.
• Maintain accurate and up-to-date referral records in both manual systems and the electronic health record (EHR) system.
• Instruct patients on referral procedures, providing clear information about timelines, required documentation, and follow-up actions.
• Collaborate with clinical and administrative staff to address referral-related inquiries and meet patient needs promptly.
• Identify and report issues in the referral process to the supervisor for corrective action.
• Ensure compliance with federal, state, and organizational policies related to referrals, including HIPAA privacy standards.
• Stay informed about changes in insurance policies, referral requirements, and provider networks to ensure smooth coordination.
• Assist with general office tasks, such as preparing reports on referral metrics, organizing documentation, and supporting team operations.
• Take and record patient vitals (e.g., height, weight, temperature, blood pressure, pulse) and medical histories.
• Assist healthcare providers during patient exams, procedures, and treatments, including performing aseptic procedures and collecting lab specimens.
• Administer injections, vaccines, and prescribed medications under provider supervision, including venipuncture and non-intravenous injections (with required competency).
• Perform basic lab tests, such as blood draws, urinalysis, and diagnostic procedures.
• Prepare and maintain examination rooms, ensuring they are stocked, clean, and ready for patient visits.
• Assist in minor surgeries and perform other procedures like EKG and vision checks as needed.
• Provide patient education on health management, procedures, preventive care, and immunizations.
• Schedule appointments, follow-ups, and referrals, ensuring smooth patient flow and office coordination.
• Handle patient inquiries, confirm appointments, and assist with check-ins and check-outs, ensuring accurate documentation for visits.
• Update and maintain patient records in the electronic health record (EHR) system, ensuring accurate and timely documentation.
• Process insurance verification, billing, and coding information, as required.
• Ensure infection control policies are followed, including sterilizing instruments and maintaining a safe and clean environment.
• Manage office supplies, medical equipment inventory, and assist with filing, faxing, and correspondence tasks.
• Maintain patient confidentiality and adhere to HIPAA guidelines in all interactions and record management.
• Conduct daily chart audits and review for the following day's appointments.
• Assist with special projects or additional tasks as directed by healthcare providers or office managers.
• Perform additional tasks as needed to support the centers.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Must be able to effectively manage workflow and maintain high-quality standards in environments where staffing levels may be below ideal, demonstrating the ability to prioritize tasks and collaborate with the team under pressure.
• Ability to perform precise manipulations through the regular use of office equipment, including computers, copy machines, fax machines, telephones, calculators, and more.
• Proficient with Microsoft Office Suite, Electronic Medical Records (EMR) and related software.

Education and Experience:

• High School Diploma or equivalent is required.
• Medical Assistant Diploma and Transcripts
• BLS is required within 90 days
• Valid Medical Assistant Certification or Registration is preferred

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to stand and move throughout the clinic for extended periods.
• Frequent bending, stooping, kneeling, and crouching to assist patients or perform procedures.
• Ability to wear personal protective equipment (PPE) for extended periods, including masks, gloves, and gowns.
• Must be able to lift up to 15 pounds at times.
• Must be able to travel to various center locations as required.