Clinical Referral & Scheduling Specialist

Retirement: 401K with employer match

What You Will Do: The Clinical Referral & Scheduling Specialist coordinates and schedules contracted service referrals and appointments for participants across all three Immanuel Pathways PACE centers. This role serves as a central resource for referral management, ensuring referrals are clinically and administratively complete while facilitating timely access to specialty, procedural, diagnostic, and ancillary services. The specialist manages referrals that require advanced knowledge of medical terminology, clinical workflows, specialty care requirements, and procedural coordination. The Clinical Referral & Scheduling Specialist oversees referrals throughout the entire process, from receipt and review through scheduling, documentation, and follow-up. Working closely with contracted providers, vendor partners, and interdisciplinary care teams, the specialist identifies and resolves incomplete or unclear referral information, coordinates appointment and procedural requirements, and schedules services within Epic. Leveraging clinical knowledge and experience, the specialist supports complex referrals, including specialty consultations, surgical procedures, and other services requiring enhanced coordination and attention to clinical detail. In addition to maintaining an active referral and scheduling workload, this role serves as a subject matter resource for Clinic Schedulers across the PACE centers. The specialist provides guidance regarding medical terminology, referral documentation standards, specialty and procedural requirements, and appropriate escalation pathways when clinical review or intervention by a provider, RN, or other licensed clinician is necessary. The Clinical Referral & Scheduling Specialist collaborates with PACE interdisciplinary teams, contracted providers, participants, and family members to promote efficient care coordination, minimize barriers to access, and support positive participant outcomes. This position supports and embodies Immanuel's Mission and CHRIST Promises in all interactions and responsibilities. Key AreasKey Responsibilities and Duties of the JobReferral & Appointment Coordination Manage assigned contracted service referrals and appointments for participants across all Immanuel Pathways PACE centers, ensuring timely access to specialty, procedural, and ancillary services. Coordinate appointments with contracted vendors, specialists, hospitals, surgical offices, and other external providers. Schedule and document referrals and appointments within Epic, ensuring complete, accurate, and timely recordkeeping. Serve as the primary coordinator for complex referrals requiring multiple scheduling steps, clinical knowledge, or enhanced care coordination. Prioritize and facilitate urgent or time-sensitive referrals in accordance with organizational requirements and established workflows.

Scheduling Support & Subject Matter Expertise: Serve as a centralized clinical referral and scheduling resource for Clinic Schedulers across all PACE centers while maintaining an active scheduling workload. Provide guidance regarding medical terminology, referral documentation, specialty care requirements, procedural scheduling, and referral readiness. Assist Clinic Schedulers in resolving complex scheduling issues and determining when referrals require escalation to an RN, provider, or other licensed clinician. Promote consistency and standardization of referral and scheduling processes through knowledge sharing, collaboration, and workflow support. Support the development and maintenance of referral, scheduling, and procedural reference materials.

Documentation, Compliance, & Quality: Ensure referrals, scheduling activities, handoffs, appointment statuses, authorizations, and supporting documentation are accurately maintained in accordance with organizational workflows and CMS requirements. Verify required medical records and supporting paperwork are available and communicated to receiving providers as appropriate. Maintain compliance with departmental policies, organizational standards, regulatory requirements, and referral management procedures. Participate in quality improvement initiatives focused on referral management, scheduling effectiveness, and participant access to care. Identify opportunities to enhance referral workflows, operational efficiency, and coordination of clinically complex services.

Operational Support & Professional Practice: Provide cross-center scheduling support based on referral volume, staffing needs, and operational priorities. Collaborate with Clinic Schedulers, leadership, interdisciplinary teams, providers, participants, and family members to support effective care coordination. Participate in required safety, security, infection prevention, and workplace compliance programs. Maintain professionalism and contribute to a collaborative team environment that supports high-quality participant care. Support and embody Immanuel's Mission and CHRIST Promises in all interactions and responsibilities.

Clinical Referral Review & Care Coordination: Review referrals and support documentation for completeness, accuracy, authorization status, and specialty-specific requirements prior to scheduling. Identify and resolve missing, unclear, or inconsistent referral information that may delay care or result in referral rejection. Utilize clinical knowledge and medical terminology to support accurate referral processing and coordination of complex specialties, surgical, and procedural services. Collaborate with PACE clinical team members to obtain clarifications, orders, medical records, authorizations, and other information necessary for referral completion. Proactively identify and address barriers that may impact timely scheduling or participant access to care.

Education: Completion of an accredited practical nursing or medical assisting program is required. Current licensure as a Licensed Practical Nurse or current certification/registration as a medical assistant through a nationally recognized credentialing organization is required and must be maintained throughout employment.

Experience: Two (2) years of experience in clinical support, practical nursing, medical assisting, referral coordination, clinical scheduling, care coordination, or a related healthcare role preferred. Experience coordinating and scheduling specialty referrals, surgical procedures, and other complex healthcare services within a physician practice, specialty clinic, hospital, ambulatory care, managed care, or similar healthcare environment strongly preferred. Experience with PACE, Medicare, Medicaid, managed care, or value-based care models preferred. Proficiency with Electronic Health Records (EHRs) and computerized scheduling or referral management systems required; Epic experience preferred. One (1) year of experience working with frail or elderly populations required, or completion of job-specific training related to serving the elderly population within six (6) months of hire.

Immanuel: At Immanuel, we believe that our success is built on the collective strength of our people. Here's why you'll thrive as part of our team: Meaningful work: You won't just have a job; you will have a purpose. Our Mission impacts the lives of our residents/participants and their families, one another, and our community. Growth Opportunities: We invest in your development. Whether it's mentorship, training, or advancement, we're committed to your growth. Inclusive Culture: We celebrate uniqueness and foster an environment where everyone feels valued. Work-Life Harmony: We believe in allowing you to thrive by leveraging your passion. Achieve your best work while maintaining a healthy work-life harmony.

Total Rewards: A focus on feedback and recognition, competitive compensation, a robust benefits package, and perks beyond the basics. Intentional Experience: We are very intentional about your employee experience, from Day One Orientation to how we onboard new managers and invest in quarterly and annual leadership training.