• The Referrals Coordinator assesses, plans, implements, coordinates, monitors, and evaluates options and services to meet an individual’s referral needs.
• This process is achieved through communication with appropriate providers and available community resources to promote quality, timely, and effective outcomes.
• The Referrals Coordinator reports directly to the Medical Records & Referrals Department Supervisor.
• The Referrals Coordinator is required to attend all staff meetings, team meetings, and any and all other meetings that pertain to the department.
• Because this position manages confidential information for clients, the Referral Coordinator must demonstrate a high degree of professionalism and confidentiality to ensure that all services are offered in an inclusive respectful manner.

• Assessment - Assesses the patient's plan of care based on the referral submitted and develops, implements, monitors, and documents the utilization of community resources. The Referrals Coordinator will assist the patient through their referral care by facilitating options and services in the community to meet the patient's health care needs.
• Coordination - Ensures all medical records, referral forms, and required documentation is complete and is submitted to the referral entity in a timely manner. Obtains referral authorization from insurance carriers and relays such authorizations (or denials) to the patient and the provider. Carry out provider orders, such as standing orders and referrals. Resolves all pre-authorization, registration, or other referral-related issues prior to a patient's appointment. Verifies that all pre-authorizations, registrations, and other referral-related documents are completed in accordance with federal, state, and local regulations. Maintain a tracking system for patients' scheduled appointments and two-way communication between the PCP, specialists, and/or other providers.
• Monitoring - Medical Case Prioritizes workflow and maintains appropriate work volume according to established procedures. Responds to incoming faxes and telephone calls regarding pending referrals, including timely response to voice mail messages. Ensures accurate and timely communication with patients, providers, and other staff. Maintains updated referral resources. Performs other duties including but not limited to receiving patient documents and updating referrals, composing and typing general correspondence using correct medical terminology, and using office equipment such as copier, fax machine, and computers. Maintains a clean, safe and orderly environment.

• Perform related and staff support duties as assigned by Medical Records & Referrals Department Supervisor.
• Attend required and selected seminars or training.

• Three (3) years of experience in the field related to medical or health care.
• One (1) year of experience is directly related to the referral process.
• Education or Experience may be substituted.
• Experience with EHR preferred (not required).

• Associate degree from an accredited university.
• CPR Certified.

• Must have the ability to receive, interpret and follow verbal and written instructions.
• Required to read, write and speak English fluently.
• Must have a sound understanding of medical terminology.
• Knowledge of the referral process and/or pre-authorization requirements of various insurance plans.

• Proficiency in state-of-the-art computers and related software.
• Ability to read and comprehend complex instructions, short correspondence, and memos.
• Ability to write business correspondence.
• Ability to apply common sense, and reason, and use good judgment when carrying out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving a variety of situations regarding a patient’s referral.
• Skills and ability to establish priorities of tasks according to their urgency and the ability to appropriately access and utilize community referral resources.
• Ability to work independently as well as as a team member.

ChapCare is a network of HRSA-funded community health centers that has provided medical services to countless under-insured and uninsured residents of the San Gabriel Valley for over 22 years. ChapCare provides comprehensive primary healthcare services including medical, dental, and behavioral health services to almost 16,500 patients per year. The organization utilizes state of the art equipment such as Electronic Health Records to ensure that our patients receive the highest quality of care. ChapCare has grown substantially over the last few years to meet the increasing need for services in the San Gabriel Valley. New health center locations are now open in South El Monte, El Monte, and Monrovia. ChapCare also offers free health insurance enrollment assistance through a Covered California Navigator Grant. Our Certified Enrollment Counselors assist community members enroll in health insurance plans available under the Affordable Care Act (ACA) at select health centers in Pasadena, El Monte, and Monrovia. During the COVID-19 Pandemic, ChapCare has answered the call as a public health resource for our community. Many of our healthcare services can now be delivered through telehealth options such as telephone visits. In addition, ChapCare offers COVID-19 testing options for its patients and the community. ChapCare also regularly sanitizes its facilities following all safety guidelines set forth by CDC, state, and local health officials.