Administrative Assistant - Referral Coordinator II

ARNOT HEALTH

JOB DESCRIPTION

JOB TITLE: 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. Is accountable for completing all referrals in a manner compliant with Arnot Health standards. Most referrals processed are those received by the department but also processes those prescribed by the department's providers.

Receives minimal direction from physician, mid-level providers, department Director. Is responsible for independently planning, executing and evaluating own work.

Directs other secretarial and clerical assistants. May train and coordinate activities of peers or support staff.

Specific blend of referral duties may vary and are related to the department structure and business needs.

DUTIES AND RESPONSIBILITIES:

1. In processing referrals for receiving providers as well as prescribing providers, 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.

Receiving Provider:

Reviews referrals to determine of insurance authorization has been obtained. If no authorization, returns referral to referring provider's office via electronic medical record system.

• Identifies, by applying knowledge of provider sub-specialties, the appropriate provider with whom to make an appointment.
• Schedules required ancillary services needed to prepare for appointment. Follow up with patient to ensure completeness.
• Explains whether provider participates in patient's insurance and if not, describes options for payment.
• 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.

Referring/Prescribing Provider:

• Assembles, from multiple tabs within the electronic medical record, the necessary details to identify what referral is needed.
• Determines if preliminary testing (i.e. Imaging) is needed based on office practices and procedures and is responsible for explaining to patient, assisting with scheduling and for 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.

Other duties as assigned.

1. Employee understands and demonstrates the importance of satisfying the needs of the customer/patient by interacting with him/her in a friendly and caring way, being attentive to the customer's needs, both psychologically and physically, and by taking the initiative to maintain communication with the customer in order to provide a secure and pleasant experience with the Medical Center.
2. It is understood that this lists typical duties for the classification and is not to be considered inclusive of all duties, which may be assigned.

JOB SCOPE:

Moderate level of problem-solving ability. Gathers and interprets data to solve routine problems that require verification. Some independent judgement required.

Work is accomplished with limited direction. Determines and develops approach to solutions. Work is evaluated upon completion to ensure objectives have been met.

Non-supervisory leader

Executes goals and objectives established by supervisor or manager.

Failure to obtain results or erroneous judgements or recommendations would normally have serious results and may require substantial expenditure of resources to correct and/or achieve goals.

EDUCATION:

Preferred: Associate degree in Medica., Secretarial or related field

EXPERIENCE:

Required: Three years of relevant experience or an equivalent combination of education and experience.

Special Knowledge, Skills and Abilities Desired:

Medical Terminology, experiences with surgical appointment scheduling software (such as

eCW, Aria), and electronic medical records

CERTIFICATION REQUIREMENTS:

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

PHYSICAL DEMANDS:

• This position requires occasional standing, walking, and twisting/turning.
• Reaching and stooping rare.
• 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.

** A.D.A. Essential Functions