Referral Coordinator Supervisor

Position Overview :

Under the direction of the medical director, the referral Coordinator Supervisor directs and supervises all work activity of the Fourth Street Clinic Referrals Department.

The Referral Coordinator Supervisor monitors compliance with policies and procedures to assure the goals and objectives for the appropriate and timely processing of internal and specialty referrals are met.

Duties and Responsibilities :

• In coordination with the Medical Director, the Referral Coordinator Supervisor will plan, organize, direct, coordinate, and supervise the operations of the Referral Department.
• Provide oversight of the department's daily operations, including staffing, training, metrics, performance, and reporting.
• Maintain ongoing tracking and appropriate documentation on referrals to promote clinic team awareness and ensure patient safety using the EPIC ER system.
• Coordinate the upkeep of the referral tracking systems used and act as the liaison with IT staff to work with referral staff to resolve any issue.
• Proficiently track and record reports in the EHR as they are received.
• Supervise, direct, train, and evaluate the performance of all referral staff.
• Effective scheduling of staff and workflow to provide optimum coverage with available resources to meet department goals relating to production and quality.
• Review details and expectations about the referral with the patient and is the point of contact for patients on referral submission progress and updates.
• Work with staff on developing workflows to remind patients of scheduled appointments via mail or phone.
• Answer inquiries from clinical teams and patients, provide information and resolve complaints from the public or other agencies regarding referrals.
• Ensure that referrals are processed in a timely manner.
• Follow-up on pending referrals to include sending certified letters to patients.
• Review, manage, and follow up on the tracking system for pap smears, DME, mammograms, etc.
• Responsible for referral report management and reporting to the supervisor.
• Responsible for auditing information entered in the EHR to ensure compliance with capturing necessary data as required by reporting agencies.
• Investigate difficult cases and be the lead contact for patients or provider inquiries / concerns on obtaining appropriate care for the patients.
• Utilize EHR functions to document all pertinent information.
• Interview, suggest the best candidates to hire, perform disciplinary action, and performance evaluation for employees.
• Maintain inventory of office supplies and report equipment needs for the Referral Department.
• Attend courses / training to continue to develop supervisory skills that will enhance the support to manage assigned staff.
• Perform other duties as assigned.

Supervisor Responsibilities :

Supervise Referral Coordinators

Qualifications and Competencies :

Required :

• High School Diploma or its equivalent.
• Preferred bachelor's degree in a healthcare-related field.
• At least two years experience in medical referrals, or other related medical patient support functions in an ambulatory care setting.
• Must have supervisory experience of at least two years and knowledge of supervisory practices and principles, including work planning, scheduling, review and evaluation, and employee training and discipline.
• Is detail-oriented and works with a high level of accuracy in every aspect of the job.
• Thorough understanding of medical terminology, payer sources, insurance, and program requirements.
• Is a team player who demonstrates a caring and compassionate commitment to the patient and their unique circumstances.
• Demonstrates a high level of interpersonal skills, time management skills, and an ability to meet established productivity standards.
• Proficient in Microsoft Office and EPIC electronic health record system (EHR).
• Ability to work collaboratively with multiple health professionals in a busy and complex environment using tact, diplomacy, and discipline.

Preferred :

Bilingual English / Spanish preferred

Work Environment :

The Referral Coordinator Supervosir's primary workspace is at the Fourth Street Clinic in downtown Salt Lake City, Utah.

The working space is a collaborative environment that provides meaningful patient / client engagement.

Must be able to adapt to a changing environment, display flexibility, and learn to function in the face of uncertainties inherent to the clinic problems of patients.

Work hours are Monday through Friday 8 : 30 am to 5 : 00 pm.

Physical Demands :

• Most tasks are performed indoors. Temperature is moderate and controlled by the clinic's environmental systems.
• Prolonged sitting with intermittent standing and other movement / mobility for navigating office setting.
• May occasionally require lifting up to 25 lbs.
• Visual and Auditory acuity. Ability to have a one-on-one conversation with profound speech with steady eye contact.
• Extensive computer use is required.
• Stamina to maintain physical strength amid Emotional and Mental effort is essential.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability, and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.

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