Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbent(s). Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
During the Apprenticeship, the Apprentice shall receive work experience and job-related education in all necessary phases of the occupation, including safe work practices, to develop the skill and proficiency of a skilled professional.
Representative Duties: Under the direct supervision of the Lead Referral Coordinator, the job incumbent will be assigned from the following representative duties:
Clinical Duties
1. Coordinate Patient Referrals:
a. Collaborate with primary care and specialty providers to actively manage referrals for preventive, chronic, and acute care needs.
b. Facilitate transitions between TCC and external care providers by initiating and tracking referral communications.
c. Ensure all referrals are appropriately authorized (e.g., Purchased Referred Care [PRC], Veterans Administration [VA])
d. Accurately documents actions taken in the Electronic Health Record (EHR).
e. Handle the transmission and receipt of protected health information (PHI) in compliance with HIPAA regulations.
f. Maintain a closed-loop referral process, ensuring providers receive follow-up documentation in a timely manner.
2. Patient and Care Team Communication:
a. Educate patients on the referral process and assist with follow-through steps.
b. Serve as a central liaison between care teams and specialty clinics, both internal and external.
c. Maintain regular communication via phone, email, and in-person to support care coordination.
d. Frequent communication electronically, by phone and in person with all members of the primary care team and the specialty clinics (both internal and external).
3. Video Teleconferences (VTC):
a. Provide assistance to higher level referral coordinators to prepare and assist patients for telehealth visits, including obtaining vitals and using diagnostic tools (e.g., ECG, digital otoscope).
b. Begin learning role as a tele-presenter during virtual consults with off-site specialists.
c. Communicate specialist requests to primary care providers and assist with coordinating any required follow-up
4. Attends and completes mandatory in-services including infection control, safety, CPR, equipment usage and procedures according to department policies.
5. Begin to learn about other Referral Coordination roles, including but not limited to: pediatrics, surgery, orthopedics, family medicine, subregional clinics etc.
Leadership and Development
1. Demonstrate flexibility and composure in high-pressure or fast-paced environments.
2. Attend departmental meetings and contribute to operational improvements.
Operations
1. Greet and escort patients; ensure seamless clinic flow during visits.
2. Assist with patient transport to ancillary departments as needed.
3. Monitor and maintain exam rooms and medical equipment, report repair needs.
Quality and Compliance
1. Follows departments regulatory standards for Accreditation Association for Ambulatory Care (AAAHC) and/or Commission on Accreditation of Rehabilitation Facilities (CARF), including environment of care standards and infection control.
2. Participates in quality and compliance initiatives.
Customer Service
1. Provides excellent customer service and participates in customer service initiatives.
Other Responsibilities:
1. Performs other job-related duties as assigned.
