[Hiring] Referral Intake Coordinator @UC Health

Role Description

The Referral Intake Coordinator provides centralized referral intake and transcription support for UC Health ambulatory services. The Referral Intake Coordinator receives and processes referrals submitted through multiple channels, including fax, email, and electronic referral sources, and accurately transcribes referral information into the appropriate electronic health record and referral workflows.

This role supports timely access to care by helping ensure referrals are entered accurately, processed efficiently, and available for appropriate clinical review, scheduling, or follow-up.

• Receives and processes incoming referrals submitted through fax, email, and electronic referral sources.
• Reviews referral documentation to identify the patient, referring provider, requested service, diagnosis/reason for referral, and other information required for referral processing.
• Accurately transcribes referral information into the electronic health record and applicable referral management workflows.
• Creates and updates referral records according to established departmental standards and procedures.
• Verifies patient demographic and identifying information to support accurate referral entry and reduce duplicate or incorrect records.
• Accurately documents referring provider information and referral details from the source documentation.
• Reviews referrals for completeness and identifies missing, incomplete, unclear, or conflicting information requiring additional follow-up.
• Routes referrals to the appropriate specialty, department, work queue, or designated resource according to established referral workflows.
• Identifies referrals requiring additional clinical, scheduling, or departmental review and escalates them appropriately.
• Maintains accuracy when processing high volumes of referral documentation across multiple intake channels.
• Applies established standards consistently when reviewing, transcribing, and routing referrals.
• Supports timely referral processing by managing assigned referral work queues and prioritizing work according to established expectations.
• Maintains patient confidentiality and follows all organizational and departmental procedures for handling protected health information.
• Meets established expectations for referral transcription accuracy, quality, productivity, attendance, and schedule adherence.
• Collaborates with Access Center teams, ambulatory departments, and other appropriate resources to resolve referral intake or routing concerns.

Qualifications

• High school diploma or GED required.
• No experience required.
• 0–6 months preferred in healthcare, data entry, referral management, patient access, medical office administration, or another detail-oriented service environment.

Requirements

• Previous experience with referral intake, referral transcription, referral management, medical records, patient access, or healthcare data entry.
• Experience working in a centralized Access Center, referral center, or healthcare administrative environment.
• Familiarity with electronic health records and electronic referral workflows.
• Knowledge of medical terminology, ambulatory specialties, and referral processes.
• Experience reviewing and processing healthcare documentation received through fax, email, electronic work queues, or similar sources.

Benefits

• Excellent attention to detail with a strong focus on data accuracy and completeness.
• Knowledge of medical terminology or ability to develop proficiency in medical terminology.
• Ability to accurately interpret and transcribe information from referral documentation.
• Strong computer and data-entry skills.
• Ability to navigate multiple computer applications, electronic health records, work queues, and referral resources.
• Ability to accurately enter patient, provider, diagnosis, and referral information according to established workflows.
• Strong organizational and time-management skills with the ability to manage a high-volume workload.
• Ability to review documentation and identify missing, incomplete, unclear, or conflicting information.
• Ability to follow established referral routing and escalation processes.
• Excellent written and verbal communication skills.
• Ability to consistently follow detailed procedures while maintaining quality and productivity expectations.
• Ability to appropriately handle confidential patient and healthcare information.
• Ability to work independently while contributing effectively within a centralized team environment.
• Ability to adapt to changes in referral workflows, departmental procedures, and system processes.