Referral Clerk

The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well-being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.

JOB TITLE: Referral Clerk

SUPERVISOR: Referrals Supervisor

HOURS PER WEEK: 40hrs/Non-Exempt (Monday - Friday 7:30am - 4:30pm or 8:00am - 5:00pm)

DEPARTMENT: Access Services

HIRING BONUS: $1,000 after 90 days

The following information is designed to outline the essential functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

PRIMARY FUNCTION: To provide administrative and operational support to the referral team by managing referral-related communications, coordinating incoming documentation, and addressing requests to support efficient referral processes.

DUTIES AND RESPONSIBILITIES: (*ESSENTIAL FUNCTIONS):
1. Answer incoming phone calls related to referral inquiries, providing information and assistance to patients, providers, and external offices while directing requests appropriately.*
2. Review referral-related requests and inquiries and respond to items, routing requests that require further review to the appropriate staff. *
3. Contact referring clinics or providers to obtain required information that may be missing from referral documentation, ensuring referrals contain complete and accurate details for processing and scheduling. *
4. Monitor and manage team InBasket messages, addressing requests when possible and routing items to appropriate staff when necessary. *
5. Receive, review, and sort incoming faxes related to referrals, distributing them to the correct staff member or addressing them directly when appropriate. *
6. Monitor and resolve failed fax transmissions by researching correct contact information, updating location records as needed, and re-sending documents to ensure successful communication with referring and specialty offices. *
7. Process referrals to complete above duties and provide coverage where needed. *
8. Assist in the orientation and training of new staff members regarding referral processes, systems, and departmental workflows.
9. Participate in referral department meetings, volunteering agenda items and taking meeting minutes as necessary.*
10. Attend on-site and off-site meetings as requested by the supervisor.
11. Meet all monthly department productivity and performance goals.*
12. Participate as an active team member in a patient-centered medical home, supporting coordinated, high-quality patient care.
13. Maintain professional conduct and ensure interactions with patients, coworkers, vendors, and the public remain courteous and respectful while conducting company business.*
14. Work cooperatively with management, supervision, coworkers, customers, and vendors to support department and organizational goals.*
15. Abide by all company policies, procedures, and regulatory requirements.*
16. Maintain regular, in person, work attendance and punctuality, as scheduled.*
17. Other duties as assigned.

REQUIREMENTS:
• High School Diploma or equivalent

PREFERENCES:
• Previous experience in managed care
• 10 Key by touch
• Values team success
• Compassionate, patient, tactful, diplomatic, sociable, well organized, thorough, and independent
• Shows an interest in taking action to increase his/her knowledge and development as an employee
• Contributes to an environment where people feel valued
• Keyboarding skills
• Electronic Health Record competency
• Proficiency in medical software and Microsoft Windows
• Organizational skills and ability to prioritize work flow
• Oral communication skills and excellent phone etiquette with an ability to convey and receive information via the telephone
• Competency in language, grammar, and spelling
• Ability to interact and establish a good rapport with people over the telephone and in person, often in stressful situations
• Capability of effectively working on more than one task without a reduction in the quality of work and service performed
• Ability to react calmly and effectively in emergency situations and to work under pressure
• Ability to accept responsibility and use initiative to proceed with necessary tasks without direct supervision
• Skill in establishing and maintaining effective working relationships with patients and staff

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):
• 401k plan with employer contributions up to 5% annually
• Roth IRA
• Comprehensive Medical, Dental and Vision insurance
• Flexible Spending Account
• Health Savings Account
• Company provided $10K Group Life/AD&D insurance
• Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short-Term Disability, Critical Illness, Accident, and Hospital Indemnity
• Norton Identity Theft Protection (optional)
• Pet Insurance (optional)
• 4.92 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE)
• One paid Wellness day per year
• Seven paid holidays, and 1 partially paid holiday (mid-day closure)
• Employee Assistant Program