Referrals Supervisor

At 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: Referrals Supervisor

SUPERVISOR: Access Services Manager

HOURS PER WEEK: 40/Exempt (M-F 8:00am - 5:00pm) Hybrid Eligible - 3 days in office, 2 work from home

DEPARTMENT: Patient Access

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 act as a working supervisor, overseeing all members of the Referrals Department while maintaining department standards, setting expectations with staff and ensuring they are met.

DUTIES AND RESPONSIBILITIES: (*ESSENTIAL FUNCTIONS):
1. Coordinate and oversee training of new Referral Department employees.*
2. Interview and make hiring recommendations in conjunction with Access Services Manager.*
3. Provide feedback, coaching and mentoring and write and conduct annual performance reviews of Referrals Department staff.*
4. Responsible for job functions of all Referral Department staff as needed.*
5. Process referrals for all accepted insurances plans, monitor and track referrals through assigned work queues, verify benefits, call in referrals to insurance companies, enter referrals in Electronic Health Record (EHR) in a timely manner, and produce denial letters.*
6. Monitor and track referral trends and Epic reports.*
7. Facilitate standardization across the referral department in partnership with Access Services Manager.*
8. Conduct Referral Department and sub-group meetings, including creating the agenda and producing minutes.*
9. Monitor time for Referral Department staff, including taking sick/late calls, arranging staffing, addressing time off requests.*
10. Work with the Epic team to enhance referral functionality and processes where possible.*
11. Attend on-site and off-site meetings as requested by supervisor.*
12. Meet all monthly department goals.*
13. Provide updates to Access Services Manager in the event of delayed processing timelines.*
14. Perform other duties as assigned.
15. Participate as an active team member in a patient-centered medical home
16. Employees will not be discourteous or disrespectful to a customer or any member of the public while in the course and scope of company business.*
17. Work in a cooperative manner with management/supervisor, coworkers, customers, and vendors.*
18. Abide by company policies.*
19. Maintain regular, in person, work attendance and punctuality, as scheduled.*

REQUIREMENTS:
• High School Diploma or equivalent

EDUCATION/LICENSES PREFERRED:
• Bachelor's Degree in related field

EXPERIENCE/QUALIFICATIONS/SKILLS PREFERRED:
• 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
• Electronic Health Record competency
• Proficiency in medical software and Microsoft Windows
• 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
• Experience with healthcare referrals, prior authorizations, and insurance coverage.

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):
• 401k plan with Employer Matching 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)
• 6.46 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