Referral Coordinator I-II - Surgical Subspecialty

Full Job Description

How to Submit a Successful Application video: https://hr.venturacounty.gov/how-to-apply/application

THE POSITION

The Referral Coordinator I/II - Surgical Subspecialty is an integral part of the care team, supporting multiple subspecialties, including otolaryngology (ENT) urology, neurosurgery, and plastic surgery.

This position works as a liaison between the patient, providers (both internal and external), health plans, and various departments to ensure timely access to specialty care and diagnostic services.

The incumbent will be responsible for accurate and timely processing of referrals, diagnostic orders, and updating the status of the orders into the Electronic Health Record (EHR).

They are also responsible for follow-up on all specialty referrals and coordination of care for urgent referrals.

Finally, the incumbent will use strong customer service skills and demonstrate their dedication to providing a high quality of care with every interaction.

APPROXIMATE SALARIES
Referral Coordinator I: $24.31 - $34.04 Hourly
Referral Coordinator II: $25.53 - $35.74 Hourly

Distinguishing Characteristics

This classification differs from the Medical Office Assistant classification series in that the primary responsibilities involve coordination of care rather than clerical, front-office duties.

It differs from the Medical Assistant classification series in that the latter is more clinically focused. The level I in the series differs from the level II in the complexity of the work performed.

EDUCATIONAL INCENTIVE

Incumbents may be eligible for educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification.

BILINGUAL INCENTIVE

Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

DEPARTMENT/AGENCY: Health Care Agency - Ambulatory Care, Surgical Clinics Referral Coordinator I/II is an SEIU classification and is eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for the Health Care Agency.

There are currently three (3) vacancies located within Ambulatory Care’s Surgical Clinics.

TENTATIVE SCHEDULE
OPENING DATE: 3/25/2026
CLOSING DATE: 4/03/2026

Requirements

Duties may include, but are not limited to, the following:

Level I:

• Initiates and completes the life cycle of the referral.
• Initiates and completes the pre-authorization process.
• Communicates with insurance companies, physicians, and patients regarding referral status.
• Coordinates surgical referral appointments, answers phone calls, and monitors EHR reports and incoming faxes for errors and activities.
• Documents and updates specialty referral status on EHR and/or referral module as appropriate.
• Completes a modified referral/RAF/follow up assignment daily.
• Promotes an efficient continuity of patient care by initiating or participating in quality improvement projects.
• Demonstrates adherence to and observes all safety policies and procedures, inclusive of infection control rules and regulations.
• Demonstrates cultural sensitivity and competence with patients.
• Maintains and adheres to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).
• Submits timely and accurate referrals into appropriate portals.
• Assists with coordination of care, including scheduling of specialty appointments and schedule management activities to optimize access.
• Ensures that each surgical referral has all necessary documentation (i.e., doctors notes, authorizations, and any necessary tests) prior to submitting for approval and or external referral.
• Follows up with specialist office to request notes and close the loop after appointment.
• Collaborates with Medical Management, UM and health plans to resolve issues with pending authorizations.
• Collaborates with contracting team to escalate issues related to patient referrals or specialty providers.
• Performs troubleshooting when problems situations arise; taking independent action to resolve complex issues.
• Provides support to providers with referral submission and modifications.
• Supports clinical staff with questions and redirects in conjunction with utilization management and medical management.
• May support clinic teams with referrals, as subject matter expert.
• Performs additional duties as assigned.

Level II:
In addition to the above, the Level II may perform:

• Supports surgery scheduling for all specialties.
• Collaborates with medical staff to coordinate post op appointments.
• Provides support with preparing and updating referral reports.
• Provides training, including development of written standard work.

Qualifications

These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE: Level I: Three (3) years of experience working in a clinic setting, including one (1) year performing duties related to the surgical referral process (i.e.

authorizations and eligibility). Level II: Three (3) years of experience performing duties similar to those of a Referral Coordinator I in a surgical clinic setting. NECESSARY SPECIAL REQUIREMENTS

• Valid Basic Life Support (BLS/CPR) certificate at time of employment and maintains it thereafter.

DESIRED

• Medical Assistant certificate
• Bilingual (English/Spanish)

Knowledge, Skills, and Abilities:

Thorough to considerable knowledge of:

• Medical terminology, health plans, and electronic health records.
• Procedural and diagnostic coding.

Thorough to considerable skill in:

• Operating a computer, e-fax, and photocopy machine
• Operating Outlook, Word, Excel, and One Note

Thorough to considerable ability to:

• Read, understand and follow oral and written instructions
• Effectively communicate either verbally or in written format
• Establish and maintain effective working relationships with patients, employees, and the public
• Provide excellent customer service
• Analyze data and workflows
• Resourcefully problem solve
• Manage conflict and competing priorities
• Process surgical medical referrals.

Supplemental Information:
Work is performed in an indoor health care delivery environment requiring frequent contact with patients and the public.

Additional Information

FINAL FILING DATE:Your application must be received by County of Ventura Human Resources, Health Care Agency, no later than April 3, 2026 at 5:00 p.m.

To apply on-line, please refer to our web site at http://hr.ventura.org.

If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources, 646 County Square Dr., Ventura, CA 93009.

Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications.

A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE – qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing.

The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.

Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION – qualifying: All applications will be reviewed to determine whether or not the stated requirements are met.

Those individuals meeting the stated requirements will be invited to continue through the screening and selection process.

TRAINING & EXPERIENCE EVALUATION: A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by an applicant, including the written responses to the supplemental questionnaire.

The T&E is NOT a determination of whether the applicant meets the stated requirements; rather, the T&E is one method for determining who is the better qualified among those who have shown that they meet the stated requirements.

In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department.

Applicants are typically scored/ranked in relation to one another; consequently, when the pool of applicants is exceptionally strong, many qualified applicants may receive a sore or rank which is moderate or even low resulting in them not being advanced in the process.

In a typical T&E, your training and experience are evaluated in relation to the background, experience, and factors identified for successful job performance during a job analysis.

For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities.

It is also highly recommended that the supplemental questions within the application are completed with care and diligence.

Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.ORAL EXAM – 100%: A job-related oral examination may be conducted to evaluate and compare participating candidates' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job.

Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.NOTE: If there are three (3) or fewer qualified applicants, an oral examination will not be conducted.

Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Applicants successfully completing the examination process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information, and driving record may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITYThe County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For further information about this recruitment, please contact Rhiannon Flores by e-mail at Rhiannon.Flores@venturacounty.govor by telephone at (805) 677-5138.