Internal Referrals Coordinator, Yale Health

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Overview
 

In 1971, Yale University established Yale Health to provide health services to its facility, staff and students through a multidisciplinary health maintenance organization located on campus. Yale Health has more than 50,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world. With over 50 years of service to the Yale community, our state-of-the-art facility at 55 Lock Street, is where our members receive most of their care from our 150+ providers. It is a 144,000 square foot medical facility with over 90 exam rooms, an Acute Care Department, a 15-bed inpatient facility with two negative pressure rooms, a diagnostic imaging suite including MR and CT scan, x-ray and ultrasound and a full-service retail pharmacy.

The Internal Referrals Coordinator is responsible for managing and processing patient referrals to specialty services and diagnostic imaging. This role acts as a lead in assessing the urgency of referral requests and assigning/delegating these referrals to staff, ensuring they are completed with accuracy and according to strict time constraints. Work is completed independently in a timely and seamless manner to ensure patient satisfaction. This position leads communication between patients and providers. This role is integral in facilitating continuity of care and supporting efficient clinic operations.

Responsibilities include:

• Manage, review and process patient internal referral requests from healthcare providers.

• Strong partnership with triage team to ensure scheduling accuracy.

• Responsible for the training and oversight CRII team to assist in processing referrals.

• Monitor work queue, distribute tasks to CC CRII team as necessary, ensuring coverage so all referrals can be addressed in a timely manner.

• Act as support for referral questions, access issues and scheduling guidelines for CC CRII team.

• Provides recommendations on training models for referrals.

• Schedule patient appointments with specialists and imaging diagnostics.

• Communicate referral information and appointment details to patients.

• Ensure patient information, clinical notes and supporting information is sent to the receiving provider by attaching the referral to the appointment

• Track the status of all referrals to ensure that appointments are completed, send written reminders to patients and inform the original provider of noncompliance.

• Maintain accurate records of referrals in the EMR work queue and create weekly status reports for distribution to clinical partners.

• Maintain patient confidentiality in accordance with HIPAA regulations.

• Provide cross coverage to Call Center CRII team and perform additional duties as needed.

Schedule: Full-time; M-F, 37.50 hours; flexible hybrid schedule; generally scheduled between the hours of 8:30 am – 4:30 p.m.  Early mornings, evenings, and occasional weekend/holiday/recess periods may also be required.

Required Skills and Abilities

1.Familiarity with scheduling guidelines, clinical philosophy, preferably at Yale Health. Background processing internal referrals.

2. Subject matter expert of the referral process and acting as a liaison between providers and departments

3. Knowledge of and ability to complete the referral process with minimal supervision

4. Consistently exhibits professionalism especially during peak demand periods and   other stressful situations.

5. High degree of initiative with the ability to use sound independent judgment and critical thinking to effectively and appropriately manage patient interactions.

6. Working knowledge of medical terminology. Proficiency with electronic medical records, preferably EPIC.

7. Exceptional interpersonal, verbal written communication skills. Strong organizational skills and the ability to multi-task.

8. Strong customer service orientation.  Excellent attendance and dependability as attested to by references
 

 

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Job Posting Date

07/21/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air.  HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.