Referral Specialist, External

Job Summary

The External Referral Specialist (ERS) uses their experience and knowledge to appropriately triage scheduling needs regarding clinic referral orders and maintain professional communication with our online platforms including Doctor Connect and Carespace. This individual will have the technical knowledge to schedule and follow up on appointments, maintain patient records, and perform clerical tasks. As an External Referral Specialist, this position is responsible for performing a variety of secretarial and clerical responsibilities in support of the physicians and other members of the clinic.

Multitasking abilities and attention to detail with little room for error is a must. This description incorporates full-time (ERS).

• Gather pre-admission information from the hospital, patient, or family member on scheduled patients before initial and/or follow-up visit.
• Facilitates all referrals from CARTI physicians to outside physicians or physician offices including, but not limited to consults, evaluations, radiology, and procedures.
• Obtains, verifies, and updates patient information and provides support services to patients and medical staff.
• Know how to locate path reports, outside medical records, and radiology reports and retrieve if necessary for the position.
• Contact the social worker for assistance with patient needs such as lodging, transportation, medication requests, or any type of social worker request.
• Forward any medical records requests to the centralized medical records department.
• Schedule referring and future physician appointments as requested by the physician. This includes sending the required records for the referring appointments.
• Responsible for communicating to the PSS scheduling teams and the clinical teams of their assigned physician when their referred patient is scheduled and contacted.
• Responsible for providing constant professional communication through our online platforms including Care Space (patient portal) and Doctor Connect (appointment reminder system).
• Reschedule any cancelled appointments making sure all patients have follow-up through Doctor Connect.
• Responsible for documenting all contact/scheduling attempts in the EMR and Salesforce.
• Responsible for closing all salesforce accounts in a timely manner as specified with a supervisor.
• Maintain daily written or electronic documentation of completed work to provide data for monthly reports.
• Conducts daily research of expired patient information and updates EMR or billing systems. Notifies physician and medical records if required.
• Prepares and processes correspondence. Answers routine medical inquires and drafts letters.
• Serves as the custodian of the front office multi-function device.
• Knows how to prepare and mail radiology procedure prep instructions as needed by patient appointment.
• Process EMR messages and worklist queues.
• Other duties as assigned.

Travel to satellite centers as required.

• High school graduate or GED, required.

• A minimum of two years of customer service work experience, required. Medical office setting skills preferred.
• Competent in EMR systems preferred.
• Strong knowledge of medical terminology and office procedures.
• Excellent computer and other basic office equipment skills.
• Knowledge of grammar, spelling and punctuation.
• Skilled in time management and organization.
• Ability to read, understand, and follow oral and written instructions.
• Ability to communicate clearly and concisely.
• Ability to establish and maintain effective working relationships with patients, team members, and the public.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, or scheduled form.

• Must interact and communicate both verbally and in written form.
• Must interact and exchange information regarding patients with physicians, other departmental personnel, and outside agencies frequently while…