POSITION SUMMARY:
The Referrals Assistant is responsible for a number of key support functions in the Referral Department. These can include answering incoming patient and specialty office staff calls, scanning, importing documents from Health Information Exchanges to pulling data from the CMC Electronic Health Record (E.H.R) and transferring CMC data to other health providers and patients as needed.
MINIMUM REQUIREMENTS:
- High school diploma/GED
- One (1) year of full-time experience in an electronic health records system and one (1)
year experience as a medical receptionist, medical assistant, or health care position.
Experience working in a Federally Qualified Health Center (FQHC) is highly preferred.
- Ability to communicate in Spanish written and verbal is preferred but not required.
- Ability to type 35 wpm and perform data entry.
- Valid California drivers license or identification card, proof of insurance and personal transportation if driving.
SPECIFIC DUTIES:
- Sorts incoming emails and MyFax Medical Records documents.
- Scans and imports incoming clinical documentation into Electronic Health Records in a timely manner.
- Sends Documents and or Tasks to Provider Approval Queue (PAQ) to the applicable Provider or Care Team.
- Close out Referrals as directed.
- Direct support for Referral Coordinators that may include but is not limited to; scanning, uploading documents, Patient Registry updates, documenting Specialist appointments, reviewing Incoming referral Dept. faxes / mail routing.
- Completes and routes Continuation of Care Forms for Specialty offices per Health Plan Policies.
- Process eligibility checks to process Continuation of Care forms.
- Faxes needed documents to internal and external offices as required.
- After review of My Fax as applicable notifies Referral Coordinators via Next Gen tasks and/or email of the needs or concerns by Specialty Offices that need to be resolved by the Referral Coordinator/s.
- Participates in meetings as required
- Assists other employees as needed.
- Answers telephone, screens calls, takes messages, provides answers within job scope and provides information effectively and efficiently.
- Notifies Department Lead or Supervisor of any errors, i.e. Information in E.H.R which does not match a patients identity.
- Ability to adapt to any expected work duty changes in a positive manner within the Referral Department due to an everchanging Referral Department workflow process and/or procedures.
- Performs other duties as assigned by Supervisor or Team Leader.
PERFORMANCE REQUIREMENTS:
Knowledge, Skills and Abilities
- Ability to work well and concentrate in a busy office setting
- Ability to import a variety of data with an outstanding degree of accuracy
- Ability to follow directions well without constant supervision
- Ability to establish and maintain effective working relationships with patients, employees
- and the public
- Ability to communicate clearly
- Ability to pay close attention detail
- Listens skillfully and displays a willingness and ability to acknowledge the needs, expectations and values of others through the use of reflective listening and empathy conveyance. Responds to needs in ways that are helpful and beyond expectation.
- Communicate effectively by using welcoming words, proper tone of voice, appropriate body language, eye contact and smiling with every interaction.
- Ability to provide excellent customer service that is reflective of a culture that values trust and respect.
PHYSICAL REQUIREMENTS:
- Must be able to lift up to 20 pounds and push up to 60 pounds (on wheels).
- Must be able to hear on the phone and those who are served in-person, and speak
clearly in order to communicate information to clients and staff.
- Must have vision with or without lenses that are adequate to read memos, a
computer screen, personnel forms and clinical and administrative documents.
- Must have high manual dexterity.
- Must be able to reach above the shoulder level to work, must be able to bend,
squat and sit, stand, stoop, crouch, reach, kneel, twist/turn, do fingering and
feeling.
WORK ENVIRONMENT:
Work is performed in office locations, clinic, and other offices within a clinical setting.
