Administrative Coordinator

Job Description

This position is responsible for triage, facilitation, and problem‑solving of all referrals and faxes received for OHSU from external sources. This position ensures that all incoming referrals are processed according to OHSU standards and procedures. The incumbent spends most of their day receiving incoming referrals to OHSU from external providers in the community. With a high degree of attention to detail, this incumbent ensures that all items received are accurate and complete.

They use department policies and procedures to enter the referral into Epic (OHSU’s chosen EMR). Once in Epic the referral routes to the appropriate clinic New Patient To Schedule work queue. This position is responsible for not only the initial data entry but also identifying challenges and barriers for our patients through this process. This position communicates with patients, referring providers and other clinicians to ensure we have the most up to date and accurate information to schedule the referral.

This position initiates the first request for medical records in support of the referral and patient care. This position will also support the Connected Care Center.

A successful incumbent is one who enjoys a high level of data entry work while paying very close attention to details. They are able to provide clear feedback to the manager about challenges and barriers experienced in the process. They offer ideas for solutions. They always keep the patient as the focus. This candidate would find great success in knowing that each referral entered and worked each day was directly making a difference in a patient’s life.

This position serves as a member of the Ambulatory Access Services department, which is responsible to support the systems and operations of ambulatory practices, professional service and hospital departments.

Workflows supported by the AAS department include: patient appointment scheduling, new patient visit preparation, referrals entry and triage. The department supports its customers in workflows that start when the external referral is received to when the patient initially calls to obtain services, through their arrival in clinic.

• Process incoming referrals
• Process incoming referrals and verify that the information received is accurate and complete.
• Verify correct information for referral based on Intake Matrix.
• Route referral in Epic to correct department work queue.
• Identify initial medical records needed.
• Use scheduling Matrix to identify medical records that are needed for medical review or patient visit.
• Send initial request(s) for those records.
• Communication
• Communicate with referring practice if information is incomplete, inaccurate or additional information is needed.
• Communicate with supervisor/manager if information.
• Monitoring and quality assessment
• Identify barriers to referrals being processed appropriately.
• Identify system or process improvements.
• Keep management apprised of issues, challenges and barriers.
• Diagnosis matrix
• Regularly review and recommend updates to the Intake Matrix.
• Ensure accuracy of details on the Matrix. Work with Supervisor if updates are needed.

• Bachelor's degree plus 2 years exp working in ambulatory health care clinic OR
• Associate degree plus 4 years exp working in ambulatory health care clinic OR
• HS Diploma plus 6 years exp working in ambulatory health care clinic.
• 1 yr exp in medical office setting, including high volume of patient phone calls, high level of multi‑tasking, and scheduling.
• Basic computer keyboarding skills required.
• Proficient computer skills including word processing.
• Extremely high level of attention to detail.
• Preferred:
  Exp using Epic.