Referral Systems Specialist

Prepared on March 27, 2026

Department	Wellness Center
Reports To	Health Director
Type of Employment	Full-Time
Work Hours	regular work hours
FLSA Status	Non-Exempt
Salary	$29.00 - $32.00 per hour DOQ

Summary

The Referral Systems Specialist coordinates and manages patient referrals to help patients get specialty care quickly. This includes getting prior authorizations, tracking referrals, helping patients and providers communicate, and keeping accurate records to support ongoing care.

This role also helps clinic operations by serving as an Epic Super User and supporting quality assurance. Duties include helping staff with electronic health record tasks, checking referral and documentation processes for accuracy, and assisting with clinical reports and quality improvement. The Referral Systems Specialist works closely with the Medical Clinic Coordinator, Health Director and Wellness Center team to improve patient flow, keep data accurate, and provide efficient, patient-centered care.

Job Description

Essential Duties and Responsibilities

Include the following, other duties may be assigned.

Arrange/schedule/document patient referrals to specialist.
- Obtain appropriate prior authorizations for insurances, L&I and Tribal First
- Documentation to specialist office if necessary.
- Patient instruction and notification.
- If eligible for transportation contact CHR department.
- Obtain POs from the CHS department if necessary.
- Reschedule if applicable appointments to specialty providers for patients who have not complied with providers’ recommendations.
Monitor and document patient compliance within referral workflows, work queues an patient follow-up to ensure accuracy and timeliness.
Work collaboratively with the CHR Women’s wellness program in arranging diagnostic and treatment of Women’s health referrals for SPIPA.
- Assist the CHR program with results documentation, referrals, follow-up and reports.
Collaborate with the Health Director and Medical Clinic Coordinator to support quality assurance and clinical oversight.
Assist in identifying workflow gaps and opportunities for improvement in referral management and clinic operations.
Support clinical reporting and data tracking for quality improvement initiatives and grant requirements.
Assist CI supporting staff with EHR system use, workflows, and troubleshooting.
Assist CI to work with users to address system issues, concerns, and updates.
Assist CI with Maintaining and update user access and system functions as necessary.
Assist with EPIC staff training and promote efficient use of the EHR system.
Assist Medical Clinic Coordinator with maintaining employee medical files, including bloodborne pathogen (BBP) and immunization documentation.
Request and track medical records from specialty providers to ensure continuity of care.
- Add approved new patients into EPIC.
- Assist with medical records processes, including requesting, tracking, and documenting records.
Document employee medical files: BBP & Immunizations required as necessary.
- Coordinate/arrange for post exposure prophylactic treatment.
Complete prior authorizations for prescriptions.
Perform daily monitoring of the Washington State Department of Health Prescription Monitoring Program (PMP) for providers.
Works cooperatively and compassionately with patients and staff.
Back-up Medical assistant (MA) or Lab tech as necessary.
Maintains current, active, valid, unrestricted Washington State licensure and CEU’s as necessary.
Maintains current CPR certification.
Participates in the Tribe’s quality improvement and medical planning activities as necessary.
Works cooperatively with the Providers, Health Director, and medical staff personnel or department.
Observes strict patient confidentiality, and all pertinent requirements of HIPAA and any other confidentiality regulations.
Performs any additional reasonable roles and responsibilities as determined necessary by the Health Director.

Safety:

Demonstrates knowledge of CDC, Dept. of Health, OSHA standard as it applies to the clinic environment.
Adheres to universal precautions.
Duties as assigned during emergencies/disasters.

The above statements are intended to describe the general nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position.

Supervisory Requirements

This position has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience and Eduction

High school diploma or GED; and one to two years related experience along with licensed training; or equivalent combination of education and experience.

Skills

LANGUAGE SKILLS: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to guests, clients, and other employees of the organization.

MATHEMATICAL SKILLS: Basic math.

REASONING ABILITY: Ability to apply common sense understanding to carry out detailed, but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Essential Competencies

Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things.

Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and obtains clarification; responds well to questions; demonstrates group presentation skills, participates in meetings.

Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; present numerical data effectively; able to read and interpret written information.

Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others views; give and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.

Ethics – Treats people with respect; inspires the trust of others; works with integrity and ethically; upholds organizational values.

Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.

Safety and Security – Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.

Dependability – Follows instructions; responds to management direction; takes responsibility for own actions; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternative plan.

Attendance and Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel. The employee is required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet to moderately loud. The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol, drugs, smoke, chew and the lack of personal care.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Common multi-clinic environment.

At-Will Employment

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job related duties requested by any person authorized to give instructions or assignments.

The employment relationship with Shoalwater Bay Indian tribe is voluntary; there is no specified length of employment. Accordingly, either the Shoalwater Bay Indian Tribe or the employee may terminate the employment relationship at will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.

This document does not create an employment contract, implied or otherwise.

Indian Preference

Indian preference will be exercised in the hiring of this position in accordance with Shoalwater Bay Indian Tribe’s policy 181 within the Tribes Employee Handbook.

Benefits

After 60 days of employment

Medical
Vision
Dental
Life and Accidental Death & Dismemberment coverage
Short term disability
Long term disability
Disability resources

After 90 days of employment use of

Annual Leave accrual
Sick Leave accrual
Bereavement Leave
Military Leave
Jury Duty Leave
Paid Holidays

After 1 year of employment

401K contribution

Work Location	Work on Location Premises Work on Location Premises 2373 Old Tokeland Rd. Bldg E Tokeland, WA 98590
Job Posting Valid Through	Valid until filled
Position Start Date	Immediately