Referral and Operations Coordinator (Program Tech 1)

Department Overview

The Novel Interventions in Children's Healthcare (NICH) Program at OHSU is currently hiring for the position of Referral and Operations Coordinator in Portland, OR. OHSU is Oregon's only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health and with a network of campuses and partners throughout Oregon.

 

We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland's largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state. As the Referral and Operations Coordinator, you will perform and coordinate a wide variety of advanced technical or administrative related tasks. The goal of this position is to assist the leadership team to ensure a smooth flow of services and operations for the NICH program. The Referral and Operations Coordinator will be responsible for tracking and processing all incoming referrals from internal and external providers, assigning all active cases to NICH interventionists, quarterly reporting to internal and external partners, and maintaining all referral and patient records for reporting.

Function/Duties of Position

Referral Coordination

• Process all incoming referrals from the NICH Program. Coordinate with referring providers to gather information and complete referral process after assessing for eligibility. Provide referrers with timely updates on the status of their referral.
• Communicate eligibility criteria to partners.
• Optimize referral intake process by making process improvements, as needed.
• Maintain referral tracking spreadsheet.
• Update projections spreadsheet weekly to inform case assignments as interventionists’ caseloads open up.
• Monitor upcoming patient close dates monthly. Send interventionists and supervisors monthly emails with information about upcoming close dates.

Program Administration

• Billing
  • Monthly invoicing based on NICH contracts for patients.
• Contracting
  • Track contract cycles, authorizations, dates of service, re- authorizations, and development/editing of contracts.
• Patient Paperwork Tracking
  • Track and manage ROIs, consents, pre-post assessment packets, scan information into Epic.
• Reimbursements
  • Upload and process all Pcard receipts for interventionists, supervisors, and program manager for program purchases.
• Inventory Management
  • Ensure that NICH has adequate office supplies.
  • Ensure interventionists are equipped with cell phones cases, and approved accessories to aid with their productivity.
• Technology Management
  • Maintain inventory of all NICH staff tech (cell phones, laptops, iPads, Fitbits, etc.).
• Purchase new technology as needed.
  • Schedule/Logistical Support, ad hoc
• Resource Development, ad hoc
• Hiring and Onboarding
  • Assist with scheduling of interviews.
  • Train new staff on relevant administrative functions.

Payer Administration

• Operationalize relationship by working with CCOs to develop systems for reporting and monitoring shared patients.
• Participate in CCO negotiations related to referrals, track and report on referrals and active cases.
• Prepare agendas for quarterly meetings.

Required Qualifications

• Three years of experience administering or coordinating parts or subsets of a project or program.

• A bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.

Job Related Knowledge, Skills and Abilities (Competencies):

• Proficient in MS Office (MS Word, Excel).
• High level of attention to detail, excellent ability to track data from multiple systems, effective communication skills.

Preferred Qualifications

• Prefer OHSU experience

Additional Details

Work hours are flexible during the 9-5 work day. Ability to assist with infrequent weekend or evening events to promote and fundraise for the NICH Program.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].