Position Summary:

The Assistant Referrals Clerk is responsible for collecting, maintaining, and making available, to authorized users, timely, accurate documentation and follow-up for outgoing and incoming referral requests. This position performs duties in a way that maintains the privacy of each patient’s health information, in accordance with HIPAA guidelines along with UCHC policies and procedures.

Essential Functions

• Maintains patient medical records related to outgoing and incoming referrals in accordance with Federal, State and Regulatory Agency guidelines, and in compliance with UCHC policies and procedures.
• Upon ascertaining that outstanding actions have been resolved assists in closing the referral loop. Follows appropriate action steps according to established procedures if outstanding actions have not been resolved.
• Prepares and maintains manual and/or computer based referral logs and tracking systems. Ensures timely follow-up on referral requests to determine patient compliance. Advises the requesting practitioner of patient non-compliance. Ensures timely receipt of consultation or diagnostic reports and that reports are appropriately logged and forwarded to the ordering practitioner for review.
• Operates basic office equipment, i.e. computer, printer, copier, facsimile machine, answering machine, calculator, Label printer, Scanner and EMR software programs. Performs minor maintenance and handles troubleshooting. Reports any malfunctioning office equipment to the appropriate party.
• Requests and tracks referral documents and may assist in making follow-up calls to patients and specialty providers as needed.
• May be cross trained to assist with other referral clerk duties on an as needed basis and for comprehensive understanding of job requirements

Additional Duties & Responsibilities

• Attends all support staff meetings, in-services and other required organizational training. Is encouraged, and may be required, to attend continuing professional education courses or seminars
• Participates in inter-disciplinary task forces and work groups as relevant.
• Participates in and complies with Quality Improvement initiatives and on-going continuous improvement efforts as appropriate.
• Perform any and all other duties as assigned by your supervisor to ensure the smooth operation

Qualifications/Requirements

• High school graduate or GED.
• Prior work experience in a medical office preferred of at least six months experience.
• Ability to communicate effectively with patients and co-workers both verbally and in writing in the English language.
• Reliable vehicle and proof of insurance (for positions that travel to other clinics)

Licensure/Certification

• Current CPR certification
• Valid Arizona driver’s license (for positions that travel to other clinics)

Experience/Skills

• Knowledge and understanding of ambulatory medical records functions, and legal and professional standards related to release of health information is preferred.
• Knowledge of applicable federal and state laws and regulations, organization and clinic policies and procedures, and the standards of health plans or relevant oversight organizations with regard to medical records is preferred.
• Ability to speak fluent Spanish is desirable.
• Computer skills, to include MS Office applications.
• Ability to read and comprehend medical records for the purposes of collecting, maintaining, and making available to authorized users, patient health information.
• Detail orientation: ability to focus on and attend to multiple details at one time
• Ability to write simple correspondence and compile basic reports.
• Ability to work and communicate effectively with staff, patients, and other customers.
• A positive, professional attitude
• A team player; able to work in and foster a team environment