Referral Coordinator I/II

Description

THE POSITION: The referral coordinator is an integral part of the care team, working as a liaison between the patient, providers, utilization management and various departments to ensure timely access to specialty care. The incumbent will be responsible for accurate and timely data entry of referral requests into the appropriate portal. They are also responsible for follow-up on all specialty referrals and coordination of care for urgent referrals. Finally, the incumbent will use strong customer service skills and demonstrate their dedication to providing a high quality of care with every interaction.

APPROXIMATE SALARIES:
Referral Coordinator I: $23.49 - $32.89 Hourly
Referral Coordinator II: $24.66 - $34.53 Hourly

Distinguishing Characteristics: This classification differs from the Medical Office Assistant classification series in that the primary responsibilities involve coordination of care rather than clerical, front-office duties. It differs from the Medical Assistant classification series in that the latter is more clinically focused. The level I in the series differs from the level II in the complexity of the work performed.

EDUCATIONAL/BILINGUAL INCENTIVE: Incumbents may be eligible for educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

DEPARTMENT/AGENCY: Health Care Agency - Ambulatory Care Referral Coordinator I/II is an SEIU classification and is eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for the Health Care Agency. There is currently one (1) Regular vacancy.
TENTATIVE SCHEDULE
OPENING DATE: 6/11/2025
CLOSING DATE: 6/25/2025


Examples Of Duties

Duties may include, but are not limited to, the following:

Level I:

• Initiates and completes the life cycle of the referral.
• Initiates and completes the pre-authorization process.
• Communicates with insurance companies, physicians, and patients regarding referral status.
• Coordinates referral appointments, answers phone calls, and monitors EHR reports and incoming faxes for errors and activities.
• Documents and updates referral status on EHR and/or referral module as appropriate.
• Completes a modified referral/RAF/follow up assignment daily.
• Promotes an efficient continuity of patient care by initiating or participating in quality improvement projects.
• Demonstrates adherence to and observes all safety policies and procedures, inclusive of infection control rules and regulations.
• Demonstrates cultural sensitivity and competence with patients.
• Maintains and adheres to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).
• Submits timely and accurate referrals into appropriate portals.
• Assists with coordination of care, including scheduling of specialty appointments and schedule management activities to optimize access.
• Ensures that each referral has all necessary documentation (i.e., doctors notes, authorizations, and any necessary tests) prior to submitting for approval and or external referral.
• Follows up with specialist office to request notes and close the loop after appointment.
• Collaborates with Medical Management, UM and health plans to resolve issues with pending authorizations.
• Collaborates with contracting team to escalate issues related to patient referrals or specialty providers.
• Performs troubleshooting when problems situations arise; taking independent action to resolve complex issues.
• Provides support to providers with referral submission and modifications.
• Supports clinical staff with questions and redirects in conjunction with utilization management and medical management.
• May support clinic teams with referrals, as subject matter expert.
• Performs additional duties as assigned.

Level II:
In addition to the above, the Level II may perform:

• Supports surgery scheduling for all specialties.
• Collaborates with hospital staff to coordinate post op appointments.
• Provides support with preparing and updating referral reports.
• Provides training, including development of written standard work.

Typical Qualifications

These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE:
Level I: Three (3) years of experience working in a clinic setting, including one (1) year performing duties related to the referral process (i.e. authorizations and eligibility).

Level II: Three (3) years of experience performing duties similar to those of a Referral Coordinator I in a clinic setting.

NECESSARY SPECIAL REQUIREMENTS:

Requires a valid Basic Life Support (BLS/CPR) certificate at time of employment and maintains it thereafter.

DESIRED:

• Medical Assistant certificate
• Bilingual (English/Spanish)

Knowledge, Skills, and Abilities:

Thorough to considerable knowledge of:

• Medical terminology, health plans, and electronic health records.
• Procedural and diagnostic coding.

Thorough to considerable skill in:

• Operating a computer, e-fax, and photocopy machine
• Operating Outlook, Word, Excel, and One Note

Thorough to considerable ability to:

• Read, understand and follow oral and written instructions
• Effectively communicate either verbally or in written format
• Establish and maintain effective working relationships with patients, employees, and the public
• Provide excellent customer service
• Analyze data and workflows
• Resourcefully problem solve
• Manage conflict and competing priorities

Supplemental Information:
Work is performed in an indoor health care delivery environment requiring frequent contact with patients and the public.

Recruitment Process

FINAL FILING DATE: Your application must be received by County of Ventura Human Resources no later than 5:00 p.m. on Wednesday, June 25, 2025.

To apply on-line, please refer to our web site at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources, 646 County Square Dr., Ventura, CA 93003.

Applicants must provide sufficient information under the Education/Work Experience portion of the application and supplemental questionnaire, if applicable, in order to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

LATERAL TRANSFER: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine if the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue through the screening and selection process.

TRAINING & EXPERIENCE EVALUATION (100%): A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

The eligible list established will be created from the scores resulting from a Training and Experience Evaluation (T&E). In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

If there are three (3) or fewer qualified applicants, a T&E will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY: The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For further information about this recruitment, please contact Rhiannon Flores by email at Rhiannon.Flores@ventura.gov or by telephone at (805) 677-5183.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ,UPT, UWS

Closing Date/Time: 6/25/2025 5:00 PM Pacific

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• County of Ventura

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