Registration and Referrals Specialist

COQUILLE INDIAN TRIBE•Coos Bay, OR

9d•$22 - $25

About The Position

The Coquille Indian Tribe operates the Ko-Kwel Wellness Center and Shishda Haws Rehabilitation & Fitness Center to provide culturally responsive healthcare, rehabilitation, wellness, and prevention services. Reporting directly to the Allied Health Services Director, the Registration and Referrals Specialist provides registration, referral processing, scheduling, reporting, and administrative support for the Allied Health Services Department. The primary work location is Shishda Haws Rehabilitation & Fitness Center, supporting physical therapy, massage therapy, rehabilitation programming, and wellness services. The position may also support other Allied Health or Ko-Kwel Wellness Center programs as assigned. The Specialist serves as a primary point of contact for patients, referral partners, and care teams. The role supports timely registration and referral processing, scheduling coordination, patient navigation, data tracking, communication, record maintenance, reporting, and customer service to promote efficient operations and patient access.

Requirements

High school diploma or equivalent.
At least three years of experience in a medical office or healthcare support role.
First Aid, CPR, and QPR certification, or ability to obtain certification within 90 days.
Ability to collaborate professionally and effectively with internal and external partners.
Current and valid driver's license in good standing with no insurability restrictions.
Excellent verbal and written communication skills.
Strong customer service and interpersonal skills.
Knowledge of healthcare registration, scheduling, referral management, and office processes.
Ability to use electronic health records and patient management systems.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Ability to collect, track, and report program and operational data.
Knowledge of HIPAA and confidentiality requirements.
Ability to work cooperatively with patients, staff, community partners, and outside providers.
Working knowledge of medical terminology.
Ability to perform duties safely, efficiently, and accurately, with or without reasonable accommodation.

Nice To Haves

Experience with insurance referrals, prior authorizations, and care coordination processes.
Experience with the OCHIN and Epic electronic health record system and understanding of referral work queues.
Experience working for a Tribe or Tribal organization.

Responsibilities

Register new and returning patients and maintain accurate demographic information in the electronic health record.
Verify insurance eligibility, referral requirements, and required authorizations.
Schedule, confirm, cancel, and reschedule appointments for Allied Health Services or other Ko-Kwel Wellness Center departments as directed.
Assist in maintaining provider schedules and maximizing appointment utilization.
Answer incoming calls, respond to inquiries, and assist patients, visitors, and referral partners.
Collect patient payments and process required documentation.
Receive, process, and track internal and external referrals for Allied Health Services.
Monitor referral work queues and ensure referrals are processed in a timely manner.
Obtain prior authorizations and submit supporting documentation as required.
Coordinate referral appointments and communicate scheduling information to patients and referring providers.
Maintain accurate referral documentation in the electronic health record.
Collaborate with and support other Ko-Kwel Wellness Center referral coordinators as needed.
Maintain referral, scheduling, utilization, and other departmental tracking systems.
Assist with collecting and reporting operational, quality, grant, and performance data.
Prepare routine reports on schedules, referrals, no-show rates, and other departmental metrics.
Maintain electronic and paper filing systems and prepare correspondence, forms, and reports as needed.
Assist with departmental projects, outreach activities, quality improvement initiatives, and special events.
Maintain confidentiality in accordance with HIPAA and Tribal policies.
Participate in meetings, training, and other organizational activities.
Perform other duties as assigned.