Referral Coord II

Rochester, NY


With general direction and latitude for initiative and judgment performs routine and non- routine administrative duties to monitor and process department’s referrals. Is accountable for completing all referrals in a manner compliant with University standards. The majority of referrals processed are those received by the department but also processes those prescribed by the department’s providers.

Receives minimal direction from physician, mid-level providers, department head and/or administrative officer. Is responsible for independently planning, executing and evaluating own work.

Directs other secretarial and clerical assistants. May train and coordinate activities of peers or support staff.

Specific blend of referral duties may vary and are related to the department structure and business needs.


In processing referrals for receiving providers as well as prescribing providers, prioritizes referrals by following and applying standard policies, procedures and practices. Employs multiple tracking mechanisms to ensure that referral approvals and appointments are obtained in a timely way so that patients are always cleared for their appointment prior to their arrival. Enters progress notes and other pertinent information into the electronic medical record based on application of practices and procedures.

Receiving Provider:

Reviews referrals to determine if insurance authorization has been obtained. If no authorization, returns referral to referring provider’s office via electronic medical record system.

  • Identifies, by applying knowledge of provider sub-specialties, the appropriate provider with whom to make an appointment.

  • Schedules required ancillary services needed to prepare for appointment. Follow up with patient to ensure completeness.

  • Explains whether provider participates in patient’s insurance and if not, describes options for payment.

  • Conveys instructions to patients for appointment by applying the appropriate protocol. Enters scheduled appointment information into electronic medical record for referring provider office to view.

Referring/Prescribing Provider:

  • Assembles, from multiple tabs within the electronic medical record, the necessary details to identify what referral is needed.

  • Determines if preliminary testing (i.e. Imaging) is needed based on office practices and procedures and is responsible for explaining to patient, assisting with scheduling and for completeness prior to office visit.

  • Anticipates, gathers and sends information to insurance carrier and/or provider needed for obtaining referral or prior authorization for required preliminary testing.

Completes the referral request in the electronic medical record system once the patient has been seen by entering a new status as closed

Other duties as assigned.


  • Associate’s degree in Medical, Secretarial or related field required.

  • Three years of relevant experience or an equivalent combination of education and experience required.

  • Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $17.00 - $22.10 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Medical Faculty Group
Full/Part Time: Full-Time