OFFICE/REFERRAL COORDINATOR - CTC (PT)

JOB TITLE: Office/Referral Coordinator
DEPARTMENT: Cancer Treatment Center
REPORTS TO: Cancer Center Director/CTC Clinical Supervisor

JOB SUMMARY
The Office/Referral Coordinator is responsible for gathering health information and records necessary to continue care to the referring provider/agency. Complete follow up and assist with both sending as well as receiving all correspondence and documents to complete pending referrals.

JOB REQUIREMENTS

• High school diploma or equivalent preferred; additional college-level coursework in administrative, secretarial, or clerical studies preferred.
• Medical Assistant training or certification preferred but not required.

EXPERIENCE
Minimum of two years of secretarial, bookkeeping and receptionist experience. Billing experience preferred. Medical Assistant experience preferred.

SKILLS

• Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Must have strong interpersonal skills with the ability to communicate with staff and public in a friendly, courteous and helpful manner.
• Must have a strong customer service focus.
• Must have excellent organizational skills.
• Must be organized and be able to manage competing priorities.
• Strong verbal and written communication skills.
• Strong computer and keyboarding skills.
• Must have ability to learn and use Microsoft Office Suite products including Word and Outlook.
• Ability to learn new computer software applications.
• Must have critical thinking skills.
• Detail oriented.
• Exceptional phone etiquette.
• Teamwork orientation.
• Must be able to follow through with delegated tasks and accountability.

ESSENTIAL FUNCTIONS

• Maintain ongoing tracking and appropriate documentation on referrals-both incoming and outgoing- to promote team awareness and ensure patient safety.
• Ensure complete and accurate registration, including patient demographic and current insurance information.
• Assemble information concerning the patient’s clinical background and referral needs.
• Contact organizations and insurance companies to ensure prior authorization and prior approval requirements are met. Present necessary medical information such as history and diagnosis to providers and team members.
• Coordinate VA authorizations and appointments.
• Provide specific medical information to financial services to maximize reimbursement to the hospital and providers.
• Review details and expectations about the referral with patients.
• Assist patients in problem-solving potential issues related to the healthcare system, financial or social barriers.
• Refer patients out of clinic for testing and procedures.
• Refer patients to see other specialty providers. Follow up on referrals made out of clinic.
• Assist the nurse navigator and be a point of contact for patients and families.
• Ensure that referrals are addressed in a timely manner.
• Remind patients of appointments.
• Ensure that patient’s chart is up to date with information.
• Review incoming referrals with providers and coordinate appointments with nurse navigator.
• Duties as assigned by director.

SECONDARY FUNCTIONS

• Serve as referral coordinator completing the steps necessary to send out as well as receiving back referral information.
• Assist with secretarial and registration duties for the clinic.
• File maintenance requests and ensure items are repaired.
• Perform record searches for providers and complete requests for information.
• Maintain department files.
• Retrieve mail from mailbox and other clinics. Distribute to appropriate staff.
• Sort faxes and mail. Distribute to appropriate areas.
• Review for completed referrals.
• Work effectively with office providers daily, being flexible to maximize office efficiency
• Attend meetings as requested
• Perform duplication of necessary materials/correspondence, etc.
• Serve on committees as requested.
• May be requested to perform other duties and responsibilities for which the individual is qualified.