Referral Coordination Assistant

Overview

Referral Coordination Assistant - Stony Brook CPMP - Ambulatory

Location: Commack, NY

Schedule: Full-Time

Days/Hours: Monday - Saturday; 8:00 AM - 8:00 PM - Hours Vary  

Pay: $20.44 - $25.55

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee.  

The above salary range (or hiring range) represents Stony Brook CPMP’s good faith and reasonable estimate of the range of possible compensation at the time of posting

Responsibilities

SUMMARY:The Referral Coordination Assistant will provide essential administrative and organizational assistance to the Referral Coordination team. This role ensures smooth daily operations by managing documentation, scheduling, and communication tasks. By supporting the Referral Coordination team, physicians, and patients, this role will contribute to efficient workflows, timely appointment scheduling, and enhanced patient and provider satisfaction.

Job Duties & Essential Functions:

• Prepare, organize, and maintain referral documentation.
• Assist with data entry into the electronic health record (EHR) and referral tracking systems.
• Generate reports and maintain logs of referral activity and appointment status.
• Assist with answering and routing phone calls, relaying messages between patients, providers, and referral coordinators.
• Provide general information to patients regarding scheduling and referral procedures.
• Support referral coordination team by assisting in scheduling patient appointments within the health system under the direction of the referral coordinator supervisor.
• Ensure all clerical tasks comply with HIPAA and organizational standards.
• Maintain confidentiality of patient information.
• Assist with filing, scanning, faxing, and distribution of referral related documents.
• Provide clerical support for departmental meetings, including agenda preparation and minutes.
• Contribute to process improvement initiatives by identifying workflow challenges.
• Travel to Other Ambulatory Sites Upon Request.
• Other Duties as Assigned.

Qualifications

Required Education & Qualifications:

• High school diploma required
• Three (3) years of administrative experience.
• Must have excellent expressive and written communication skills.
• Must be highly organized and able to multi-task.
• Must be proficient in Microsoft Office, Word, and Excel.

Preferred Qualifications:

• Associate’s Degree in related field
• Administrative Assistant Experience in a healthcare setting
• Proficiency using Microsoft Office PowerPoint and Access.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.

Responsibilities

SUMMARY:The Referral Coordination Assistant will provide essential administrative and organizational assistance to the Referral Coordination team. This role ensures smooth daily operations by managing documentation, scheduling, and communication tasks. By supporting the Referral Coordination team, physicians, and patients, this role will contribute to efficient workflows, timely appointment scheduling, and enhanced patient and provider satisfaction.
 
Job Duties & Essential Functions:
- Prepare, organize, and maintain referral documentation.
- Assist with data entry into the electronic health record (EHR) and referral tracking systems.
- Generate reports and maintain logs of referral activity and appointment status.
- Assist with answering and routing phone calls, relaying messages between patients, providers, and referral coordinators.
- Provide general information to patients regarding scheduling and referral procedures.
- Support referral coordination team by assisting in scheduling patient appointments within the health system under the direction of the referral coordinator supervisor.
- Ensure all clerical tasks comply with HIPAA and organizational standards.
- Maintain confidentiality of patient information.
- Assist with filing, scanning, faxing, and distribution of referral related documents.
- Provide clerical support for departmental meetings, including agenda preparation and minutes.
- Contribute to process improvement initiatives by identifying workflow challenges.
- Travel to Other Ambulatory Sites Upon Request.
- Other Duties as Assigned.