Job Posting Title:

Referral Coordinator, Access Center, UT Health Austin

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Oct 25, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose:

The Referral Coordinator is responsible for managing and coordinating patient referrals to ensure timely access to medical care and services. This role involves collaborating with healthcare providers, scheduling appointments, and verifying insurance information to facilitate seamless patient transitions between specialists and primary care physicians. The coordinator ensures accurate documentation of referral details, tracks referral progress, and follows up with patients and providers to resolve any issues. Strong communication, organization, and attention to detail are critical in maintaining efficient and effective referral processes while ensuring a positive patient experience.

Responsibilities

Process Patient Referrals: Manage and coordinate referrals from primary care providers to specialists, ensuring accurate and timely submission of referral information.

Schedule Appointments: Work with patients and healthcare providers to schedule appointments, ensuring patient preferences and availability are considered.

Verify Insurance and Authorizations: Confirm patient insurance eligibility and obtain any required prior authorizations or approvals for referrals.

Maintain Accurate Records: Document all referral details in the electronic health record (EHR) system, including patient information, provider details, and appointment schedules.

Follow Up on Referrals: Monitor referral status, ensuring patients attend scheduled appointments and that healthcare providers receive all necessary records and information.

Communicate with Providers and Patients: Serve as a liaison between patients, primary care physicians, and specialists, answering questions and addressing concerns about the referral process.

Ensure Compliance: Ensure all referral processes are in compliance with relevant healthcare regulations, including HIPAA and insurance guidelines.

Problem-Solve Referral Issues: Identify and resolve any issues that may arise during the referral process, such as delays, insurance problems, or appointment scheduling conflicts.

Educate Patients: Provide patients with information on referral procedures, what to expect during their specialist visit, and any preparation they need before appointments.

Track Referral Outcomes: Keep track of completed referrals and ensure that follow-up care is arranged if needed, reporting on referral metrics as required by management.

Other related duties as assigned.

Required Qualifications

High school diploma or GED. 2+ years of experience in referral coordination or healthcare access roles. Proficiency in Electronic Practice Management systems, including scheduling and general insurance functions. Strong ability to accurately document patient communication, referral details, and clinical chart notes. Professional verbal and written communication skills. Exceptional customer service skills, including phone etiquette and the ability to anticipate and address the needs of internal and external customers. Knowledge of medical terminology and the ability to interpret basic medical information. Ability to maintain confidentiality of medical and personal information in accordance with HIPAA and other privacy regulations. Ability to work in a fast-paced environment and handle high-volume workloads. Strong problem-solving skills and the ability to handle complex referral cases. Flexibility to adapt to changes in referral processes and healthcare regulations. Ability to read and interpret physician orders, operating instructions, and physician protocols. Experience working in fast-paced environments with the ability to prioritize tasks, multitask, and follow directions. Capability to use judgment and experience to plan and accomplish goals in patient care coordination.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Associate or Bachelor’s degree in healthcare administration, medical assisting, or a related field (preferred). Experience in referral coordination, patient scheduling, or medical billing and coding (preferred). Familiarity with specialty care and provider networks. Experience working in a high-volume, fast-paced medical office or healthcare setting. Knowledge of insurance verification tools and medical billing software. In-depth understanding of private and government insurance plans (e.g., Medicare, Medicaid) and authorization requirements. Strong customer service background with the ability to handle sensitive patient interactions. Ability to work closely with healthcare teams, including physicians, nurses, and administrative staff.

Salary Range

$45,000+ depending on qualifications

Working Conditions

Working in standard office environment

Repetitive use of a keyboard

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.