Referral and Scheduling Coordinator- Cardiology Clinic Tuscaloosa

PERFORMANCE PLANNING

The Referral and Scheduling Coordinator is responsible for managing and coordinating patient referrals within the medical practice.  Incumbent establishes standardized processes to ensure seamless and timely access to medical services for new patients.   

KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS

1. Responsible for the tracking, coordination and communication of all new patient referrals to the practice.
2. Ensures practice has standardized referral processes and workflows for timely scheduling of new patient referral appointments.
3. Triage and process incoming referrals, collaborating with providers as necessary to determine appropriateness and the level of urgency.
4. Assembles all necessary supporting demographic, insurance and clinical documentation from the referring provider or patient.
5. Verify patient insurance coverage for specialist visits and diagnostic tests, and obtain any necessary pre-authorization from insurance providers.
6. Schedules new patient referrals appointments in EMR and communicate appointment details and expectations to the patient and referring provider.
7. Maintains accurate record of daily referrals and generates reports on referral activity, including tracking referral outcomes and referral volume.
8. Establishes and maintains positive working relationships with referral sources in the community. Assist in problem solving potential issues related referral process.
9. Anticipates scheduling conflicts and problems using good judgment in conflict resolution; is able to edit schedules as requested by area supervisors.
10. Manage schedule templates in EMR and responsible for changes to ensure efficiency or accommodate provider absences.
11. Responsible for coordinating provider monthly on-call coverage schedule and updating monthly clinic schedules accordingly.
12. Assist with other administrative duties in office as necessary.
13. Maintain patient privacy in all matters including written medical records and computer records

DCH Standards:

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook.
• Must adhere to the DCH Mission, Vision, and Values including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees.
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned

MINIMUM KNOWLEDGE, SKILLS, EXPERIENCE REQUIRED

• High school diploma or equivalent required;
• Associate or Bachelor’s degree, or relevant certification in healthcare administration, preferred.
• Minimum 3 years of experience in a medical office or healthcare setting required.
• Knowledge of medical terminology, healthcare procedures, and insurance practices.
• Strong organizational and multitasking skills; detail-oriented with focus on accuracy.
• Excellent communication and interpersonal skills, focused on good customer service.
• Ability to work independently and as part of a healthcare team.
• Must be efficient in the use of all office equipment, computer software programs such as Microsoft Office Suite, and job-related software systems including EMR.
• Must be able to read, write legibly, speak, and comprehend English.

WORKING CONDITIONS

Hearing and vision must be normal or corrected to within normal range.  Able to perform the duties with or without reasonable accommodation. Physical presence onsite is essential.  Requires the ability to withstand pressures of constant deadlines, audits, educational demands and changing healthcare environment.  Must be able to deal with angry customers, both internally and externally.  Must be able to communicate both verbally and in writing on a daily basis.  Must be able to lead and participate in groups.  May be required to make presentations to groups on a frequent basis.  Must be able to adapt to changes in the work area as assigned.  Prolonged periods of sitting.  Must be able to kneel, sit, crouch, or stoop with good balance for extended periods of time.  Must be able to lift up to 25 lbs.  Stressful environment working closely with physicians.  Frequent high pressure and deadlines to be met.