Referral Coordinator

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Oregon Health & Science University Foundation

WebsiteLinkedInAll Job Openings

51 - 200 employees

🏥 Healthcare

💼 Consulting

🍽️ Food & Beverage

Healthcare • Consulting • Food & Beverage

Oregon Health & Science University Foundation is a charitable organization dedicated to supporting healthcare innovation and education. The foundation funds vital programs across Oregon Health & Science University, advancing groundbreaking research in areas such as cancer, children's health, brain health, and reproductive health. Through donations and community support, OHSU Foundation aims to create a healthier future by facilitating access to cutting-edge medical care and fostering the next generation of healthcare professionals.

📋 Description

• Receive, review, and process incoming referrals and related documentation from external providers using Epic and various referral sources. • Validate referral completeness, including required patient demographics, referring provider information, diagnoses and/or procedures, requested services, and supporting documentation (as needed). • Interpret referral documentation containing medical terminology, diagnostic language, urgency indicators, and procedural requests. • Review and enter diagnoses using ICD10 codes or approved free text selections when coded diagnoses are not provided. • Apply established intake, diagnosis, and specialty specific referral matrices to determine appropriate clinic, specialty, diagnostic department, or program routing. • Assess and assign referral priority levels (routine, urgent, emergent) based on referring provider documentation and intake standards. • Create and manage referral records in Epic, ensuring accurate selection of referral type, department, location, and point of service. • Attach referral documentation to the correct Epic referral, confirming accurate patient identification using required identifiers. • Identify incomplete, misdirected, or inappropriate referrals and route them to the appropriate workflow for resolution, exercising independent judgment within established protocols. • Communicate with referring providers, clinic staff, internal stakeholders and rarely patients to obtain missing clinical information, diagnoses, procedure, or demographic details required to complete referral intake. • Clarify referral intent, urgency, or destination when documentation is unclear or conflicting. • Document referral intake actions, decisions, and discrepancies using standardized Epic communication notes and documentation tools. • Escalate complex referrals, routing uncertainties, access barriers, or potential safety concerns to supervisors or designated leads in accordance with department protocols. • Support the centralized access model for referral intake and scheduled patient care, contributing to efficient coordination and timely access to services. • Identify trends, workflow barriers, and quality concerns impacting referral accuracy, timeliness, or patient access. • Report issues, challenges, and potential risks to leadership to support operational improvement and patient safety efforts. • Participate in discussions related to optimizing intake workflows, referral accuracy, and Epic system performance. • Participate in the review and recommendation of updates to intake, diagnosis, and referral matrices to ensure accurate routing and alignment with clinic criteria. • Validate matrix accuracy related to diagnostic terminology, procedures, clinic restrictions, and specialty workflows in collaboration with leadership. • Perform additional duties in support of Centralized Access Service operations as assigned.

🎯 Requirements

• Bachelor’s degree plus 2 years’ experience working in an ambulatory clinic, OR Associate’s degree plus 4 years’ experience working in an ambulatory clinic. • High School diploma plus 6 years’ experience working in an ambulatory clinic. • Knowledge of multiple Ambulatory workflows. • Completion of a medical terminology course. • Experience working in a centralized access center or medical referral management role. • Experience supporting patient scheduling workflows. • Appointment scheduling. • Experience in various ambulatory clinics or knowledge thereof. • Previous referral management experience. • Epic electronic medical record experience in an ambulatory or access-focused workflow. • Proven experience performing detailed, high-volume work requiring accuracy and independent judgment. • Demonstrated experience reviewing, interpreting, and processing medical documents, with the ability to identify document types, understand their purpose, and route them appropriately. • Experience managing or processing referrals across multiple clinics or services. • Experience working at a systems level while performing detailed, task focused work. • Demonstrated interpersonal, communication, and problem-solving skills. • Working knowledge of medical terminology, diagnoses, procedures, and diagnostic testing. • Ability to interpret ICD10 diagnosis codes and clinical referral documentation. • Proficiency in Epic referral workflows, including referral creation, appointment requests, diagnosis entry, documentation, and attachment management. • Understanding of ambulatory specialty clinic structures and diagnostic referral workflows. • Knowledge of patient identification standards, confidentiality requirements, and HIPAA regulations. • Ability to manage competing priorities in a high-volume environment while maintaining accuracy and compliance. • Excellent verbal and written communication skills. • Commitment to patient-centered access, service excellence, and equitable care delivery.