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University of Rochester Referral Coordinator - 233915 in Rochester, New York

Referral Coordinator Job ID 233915

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Psychiatry SMH Geriatrics


8 AM-4:30 PM


Position Summary:

With minimal direction and considerable latitude for independent judgment, the referral coordinator is responsible for all aspects of the large volume of new patient referrals in the Memory Care Program. The referral coordinator adheres to approved protocols for working with referrals and makes decisions that are guided by protocols and practices. The referral coordinator maintains an expert level of understanding of the program and division within the Department of Psychiatry. The referral coordinator will work closely with other staff in the Memory Care Program, specifically the outpatient access specialist and program nurse. May train new staff members. The successful candidate will demonstrate excellent time-management and organizational skills, as well as enthusiasm for supporting our mission to deliver high-quality patient care.

Work Queue Referral Coordination: 60%

  • Responsible for managing high volume of internal and external referrals to the Memory Care Program

  • Ensures referrals are complete before handing off to program nurse for clinical review, including contacting referring office or family member when additional documentation is needed

  • Schedules new patient visits after approval and provider assignment by program nurse

  • Notifies practice manager, nurse and medical director regarding possible scheduling delays; offers solutions for delays

  • Attaches the referral to the appointment in eRecord and documents in the work queue system and eRecord patient charts

  • Sends completed referral for scanning into patient’s medical record

  • Sends new patient welcome letter and supporting documentation to patient in a timely fashion

Liaison Responsibilities and Service Coordination: 30%

  • Handles referring office inquiries and patient and patient family’s concerns regarding services

  • Serves as a point of contact for the Call Center regarding new referrals to the program

  • Communicates with referring program when referral is closed due to lack of response or refusal of services by patient; closes referral in eRecord

  • Assists in problem identification and resolution with program nurse, social workers, and medical director

  • Coordinates and communicates efficiently with program nurse and medical director for patient issues that arise

Clinician Support Specialist: 10%

  • Serves as master scheduler for all clinical staff

  • Serves as eRecord Super User

  • Serves as back up for registration desk staff for both the Memory Care Program and Older Adult Clinic


  • Excellent organizational skills

  • Excellent oral and written communication skills

  • Excellent attention to details

  • Excellent internal and external customer service skills (e.g., with families, physicians, mental health clinicians, trainees)

  • Proficient computer experience

  • High School Diploma and Minimum of 2 years of relevant experience required; or an equivalent combination of education and experience.


Associate’s degree in Medical, Secretarial or related filed and a minimum of one or two years relevant experience required; or an equivalent combination of education and experience. Medical Terminology, experiences with scheduling software (such as Flowcast), and eRecord electronic medical record system preferred. Demonstrated customer relations skills. Excellent organizational, and oral and written communication skills. High level of proficiency with Microsoft Office products including Outlook, Word and Excel.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled