Administrative Assistant - Referral Coordinator II

Main Function

This position reports to the Clinical Director of Cancer Services. With general direction and latitude for initiative and judgment, performs routine and non-routine administrative duties to monitor and process department's referrals.

Duties and Responsibilities

• Prioritizes referrals by following and applying standard policies, procedures, and practices.
• Employs multiple tracking mechanisms to ensure that referral approvals and appointments are obtained in a timely way so that patients are always cleared for their appointment prior to their arrival.
• Enters progress notes and other pertinent information into the electronic medical record.
• For receiving providers: Reviews referrals to determine if insurance authorization has been obtained. If no authorization, returns referral to referring provider's office via electronic medical record system. Identifies appropriate provider for appointment scheduling. Schedules required ancillary services and follows up with patient for completeness.
• Explains whether provider participates in patient's insurance and provides payment options. Conveys instructions to patients for appointment by applying the appropriate protocol. Enters scheduled appointment information into the medical record for referring provider office to view.
• For referring/ prescribing providers: Assembles necessary details from the electronic medical record to identify referral needed. Determines if preliminary testing (e.g. imaging) is needed and explains to patient, assists with scheduling, and ensures completeness prior to office visit. Anticipates, gathers, and sends information to insurance carrier and/or provider needed for obtaining referral or prior authorization for required preliminary testing. Completes the referral request in the electronic medical record system once the patient has been seen by entering a new status as closed.
• Interacts with customers/patients in a friendly and caring way, attentive to their needs, and takes the initiative to maintain communication for a secure and pleasant experience with the Medical Center.

Education and Experience

• Preferred: Associate degree in Medica., Secretarial or related field
• Required: Three years of relevant experience or an equivalent combination of education and experience.

Special Knowledge, Skills and Abilities

• Medical Terminology
• Experiences with surgical appointment scheduling software (such as eCW, Aria)
• Electronic medical records

Certification Requirements

• CPR, Basic Life Support (BLS) required within 90 days of hire date.

Physical Demands

• Occasional standing, walking, and twisting/turning.
• Rare reaching and stooping.
• Frequent typing/keyboarding, critical thinking/organization, talking on phone, sitting.
• Routine office job. Requires light physical effort. May require light weight lifting. Occasional lift 25 Lbs (box of paper). Frequently lift 15 lbs.

Exposure Category

• Category III. Tasks that involve no exposure to blood, body fluids, or tissues.