Referral Coordinator

JOB TITLE:    Referral Coordinator

 DEPARTMENT: Medical Records



SUMMARY: The Referral Coordinator’s primary roles are to manage a referral tracking system and assist patients in completing referred appointments.  Perform software and EMR chart maintenance tasks.


  • Electronic medical record and referral tracking software super user and support for clinical staff

  • Manage patient referrals based on referral policy and procedure

  • Prepare, explain, educate and guide patients in preparation for exams, procedures and diagnostic tests

  • Prepare, explain, educate and guide patients in preparation for discharge, referral, follow-up and/or re-scheduling

  • Perform patient call-backs and follow-ups as needed

  • Create and maintain list of preferred external providers and contact information in EMR

  • Complete required referral information, including clinical information in a timely manner

  • Collect, organize and maintain resource materials for patients

  • Assist with creating and managing tracking and volume reports for referrals

  • Participate in performance improvement activities as assigned

  • Member of Health Care Home team

  • Establish and maintain effective working relationships with physicians, staff and managements.

  • Document work processes as required

  • Performs other related duties as assigned by management.


This job has no supervisory responsibilities


  • Certified Medical Assistant or other health care professional/experience with 1-2 years clinical experience required

  • Experience in the Native American community preferred


  • Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

  • Interpersonal Skills--Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

  • Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

  • Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

  • Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

  • Ethics--Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

  • Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

  • Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

  • Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

  • Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

  • Initiative--Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.


  • Continually required to sit

  • Continually required to utilize hand and finger dexterity

  • Frequently required to talk or hear


The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ashlee Jallen