Referral Coordinator II

Job Title

Referral Coordinator II

Location

Fairbanks, AK, US

Organization Name

Nursing

Job Summary

Job Summary: The Referral Coordinator II supports patient care on the Primary Care Teams or Specialty Clinics, by managing medical referrals within and outside the Tanana Chiefs Conference (TCC) Health Division. This role serves as a key communication link among patients, primary care providers, TCC specialists, and external providers. The Referral Coordinator ensures timely and accurate referral processing, transmission of medical records, verification of authorizations, and tracking of referral outcomes. Working within a multidisciplinary care team, this position plays a vital role in improving patient experience and health outcomes across the TCC region. In addition, Referral Coordinator II is responsible for facilitating video teleconferencing between patients and remote providers. This position requires demonstrated proficiency in referral coordination and experience working with clinical teams in tribal or comparable healthcare systems.

Adhere to the TCC Ch'eghwtsen' model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.

Nursing Department Vision

Delivering trusted, world-class care for the whole person with compassion, connection, and skill.

Mission

Staff of the TCC Nursing Division strive to work at the highest level of our professions, utilizing evidence-based practice to deliver accessible holistic care to the individual, family, and community throughout the region. We promote the wellbeing of future generations by cultivating connection, honoring culture, and empowering patients to take control of their healthcare.

Essential Functions

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.

Representative Duties: Under the direct supervision of the Lead Referral Coordinator, the job incumbent will be assigned to the following representative duties:

Clinical Duties

1. Coordinate Patient Referrals:

a. Collaborate with TCC primary care and specialty care 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]) and

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.

g. Proficient in managing all referral types (VA, ANMC, Local, or referrals to TCC Specialty Clinics).

1. 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).

1. Video Teleconferences (VTC):

a. Prepare and assist patients for telehealth visits, including obtaining vitals and using diagnostic tools (e.g., ECG, digital otoscope).

b. Serve 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

1. Attends and completes mandatory in-services including infection control, safety, CPR, equipment usage and procedures according to department policies.

2. Employees must provide support in other ancillary departments as needed, 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. Act as a resource and positive role model for team members.

3. 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.

Minimum Qualifications

Minimum Qualifications: Incumbents may meet minimum qualifications for this position with the following combinations of education, training, and experience.

1. Alaska Native or American Indian Preferred.

2. Currently Certified as a Medical Assistant (CMA) or Licensed Practical Nurse (LPN), with one year experience working in direct patient care

OR

Completion of referral coordinator training program with 3 years of referral coordination experience.

1. Current Basic Life Support (BLS) certification or ability to obtain within 30 days of hire.

2. Must be able to maintain strict confidentiality.

3. Must pass background check pursuant to Federal Indian Child Protection and family Violence Prevention Act Requirement

Knowledge, Skills and Abilities:

1. Understanding how healthcare systems operate and referral process.

2. Proficient in medical terminology and use of electronic health record (EHR)

3. Familiarity with standard safety protocols, infection control, and patient safety measures.

4. Excellent communication and interpersonal skills for working with diverse populations.

5. Strong organizational and problem-solving skills; ability to manage multiple referrals.

6. Attention to detail to send referrals accurately.

7. Ability to educate patients and families on processes.

8. Adaptability to evolving systems, technologies, and healthcare environments.

9. Proficient at using healthcare technology, such as electronic health records and monitoring equipment.

10. Ability to maintain confidentiality and adhere to professional ethics.

Supervision: This position has no supervisory responsibility.

Supervision

Physical demands: Work requires walking, standing, and occasional lifting, bending, and pushing to assist patients, move equipment, and issue supplies. Sedentary activities consist of sitting at a desk, typing, and computer operation. Knowledge of proper body mechanics and office ergonomics is required. Ability to lift and carry up to 20 pounds routinely and maximum of 50 pounds occasionally. Must be able to assist patients with safe transfers using appropriate body mechanics and/or equipment, including but not limited to from their vehicle to a wheelchair at TCC entrances. Incumbent must be able to work efficiently in a busy and sometimes stressful environment.

Work environment: Work is performed in a clinic setting responsible for treating patients with a wide variety of medical problems. The employee may be exposed to communicable disease during performance of duties. Job incumbent may travel to remote locations by vehicle, small plane, boat or alternate means of transportation. Some degree of risk is also present in working with substance use affected individuals and emotionally disturbed patients. There is risk of exposure to toxic chemical agents and other medications.

Summation

Summary: The key skills required for success in this position include strong administrative, technical, and interpersonal abilities, particularly in communication and problem-solving. A commitment to delivering the highest quality of service to medical staff and patients from diverse cultural and socioeconomic backgrounds, with kindness and compassion, is essential.