REFERRAL CLERK - Chemotherapy - Full Time - Days

Referral Clerk - Full Time - Chemotherapy

Shift: 8:00am - 4:30pm

Job Description: 

PATIENT POPULATION:

The patient population served is all patients, including geriatric, adult, adolescent, pediatric, and newborn.  This also includes services which affect facility staff, physicians, visitors, vendors and the general public.

POSITION SUMMARY:

The Referral Clerk provides administrative support for the Oncology Center by coordinating and processing patient referrals, authorizations, and appointment scheduling activities. This role serves as a key liaison between patients, providers, insurance companies, referring offices, and internal hospital departments to ensure timely access to oncology services while maintaining accuracy, confidentiality, and compliance with healthcare regulations.

Must be able to work normal/scheduled working hours to include Holidays, call-backs, weeknights, weekends, and on-call. Agrees to participate, as directed, in emergencies and community disasters during scheduled and unscheduled hours. As a designated disaster service worker, you are required to assist in times of need pursuant to the California Emergency Services Act.

(Gov’t. Code §§ 3100, 3102)

Needs to recognize that they have an affirmative duty and responsibility for reporting perceived misconduct, including actual or potential violations of laws, regulations, policies, procedures, or this organization’s standards/code of conduct.

The employee shall work well under pressure, meet multiple and sometimes competing deadlines; and the incumbent shall at all times demonstrate cooperative behavior with colleagues and supervisors.

EDUCATION/TRAINING/EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, an individual should have the knowledge and skills typically acquired through a high school education or equivalent experience.

Additional coursework or training in healthcare administration preferred.

Previous experience in healthcare registration, referrals, scheduling, medical records, or a related administrative role is preferred.

Experience working in oncology, specialty care, or a hospital environment is preferred.

Proficient in reading and interpreting various documents, including safety guidelines, operational procedures, maintenance instructions, and manuals. Capable of preparing routine reports and correspondence as needed.  Ability to speak and write in English, with the ability to write clearly, comprehend verbal and written instructions, and follow directions accurately.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages if required.           

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.            

To perform this job successfully, an individual should have basic computer skills.

LICENSURE/CERTIFICATIONS:

N/A

ESSENTIAL FUNCTIONS:                                                                                                                       

• Regular, punctual attendance and physical presence at the assigned work location and workstation, ready to perform job duties at the scheduled start time.


• Receive, review, and process oncology referrals from internal and external providers.


• Verify completeness of referral documentation, including provider orders, clinical notes, diagnostic reports, insurance information, and required supporting records.


• Enter and maintain accurate referral information in the electronic medical record (EMR) and referral management systems.


• Communicate with insurance companies, referring providers, patients, and clinical teams regarding referral status and scheduling needs.


• Request and obtain outside medical records, pathology reports, imaging results, and other clinical documentation required for oncology review.


• Monitor pending referrals and follow up to prevent delays in patient care.


• Identify urgent or incomplete referrals and escalate concerns to appropriate clinical or administrative staff.


• Assist patients with questions related to referral processes, appointments, and required documentation.


• Maintain accurate referral logs, reports, and tracking tools.


• Collaborate with oncology nurses, providers, schedulers, financial counselors, and other departments to support coordinated patient care.


• Protect patient privacy and maintain confidentiality in accordance with HIPAA and hospital policies.


• Perform general administrative duties, including scanning documents, filing, data entry, and correspondence.


• Ensures that the authorization is obtained prior to providing services as appropriate and is in accordance with various third party payer contracts.


• Acts as liaison with the area Physicians and their staff.


• Verifies physicians orders are in compliance with Sierra View Medical Center documentation standards.


• Responsible for receiving new patient referrals.


• Prepares required documentation for physician's billing company.

OTHER FUNCTIONS:

• Assist with scheduling oncology consultations, treatments, diagnostic services, and follow-up appointments on an as-needed or backup basis to support designated scheduling staff.


• Obtain and track insurance authorizations, referrals, and pre-certification requirements as needed.


• Insurance Verifications; to include benefits and eligibilities.


• Regularly attends meetings and training seminars.


• Documentation reflects compliance with established hospital policies and procedures.