Referrals Coordinator

Job description

Posting Detail Information


Working TitleReferrals Coordinator

Position LocationFort Collins, CO

Work LocationPosition is fully in-office/in-person

Research Professional PositionNo

Posting Number202501527AP

Position TypeAdmin Professional/ Research Professional

Classification TitleTechnical/Support III

Number of Vacancies

Work Hours/Week40

Proposed Annual Salary Range$50,000 -$55,000; Salary is commensurate with experience and qualifications.

Employee Benefits
Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service.

With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

+ Review our detailed benefits information here.

(https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)

+ Explore the additional perks of working at CSU here.

+ For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

+ Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !


Desired Start Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on10/26/2025

Description of Work Unit
Patient Access, and Registration Services

Patient Experience, Access, and Registration Services at the CSU Health Network provide a crucial link between the students and clinical staff of the Health Network.

Essential duties include providing excellent customer service, referring patients and visitors to the appropriate departments, scheduling appointments for patients according to established policies and procedures, entering and verifying insurance and working collaboratively with all health network staff.

The Patient Access & Registration staff strive to foster an environment which promotes patient comfort and trust and always exemplify the core values and missions of the organization.

The Patient Access & Registration department provides services between the hours of 8:00 am – 5:00 pm Monday-Friday, providing attractive work schedules for staff.

CSU Health Network
The CSU Health Network ( CSUHN ) at Colorado State University provides a full range of cost-effective mental health and primary care medical services on campus, referral for community specialty care, and comprehensive health education and prevention services programming.

Services such as physical therapy, dentistry, and optometry are available.

The CSU Health Network is active in creating a healthy campus environment to support learning and success.

For more information about the CSU Health Network at Colorado State University, seehttps://health.colostate.edu/


Division of Student Affairs
The Division of Student Affairs fosters a welcoming and sustainable campus community that supports students and staff holistically.

We collaborate across the University to inspire and empower students to be active learners inside and outside the classroom, successful graduates, and engaged global citizens.

We support student success through an array of services and resources including housing, dining, recreation, student government, student organizations, as well as legal, career, health, well-being, belonging, and crisis services.

The Division employs 900 career staff, 2,000 student and hourly staff, and manages a budget of over $250 million.

Why work at Colorado State University?
CSU was recently ranked first among Colorado-based educational employers and fifth among all in-state employers in Forbes magazine’s “America’s Best Employers by State!”

We are looking to add individuals to our team who have the following characteristics:

+ Confidence – they expect success in what they do

+ Compassion – they have genuine care and concern for others

+ Empowerment – they use their knowledge and skills to adjust, change, and improve daily tasks/work for themselves and others

+ Integrity – they are honest, and others trust them

+ Responsibility – they take ownership of decisions and actions


Our Investment in You
Colorado State University ( CSU ) is committed to providing employees with a strong and competitive benefits and well-being package that supports you, your health, and your family.

These CSU resources help with many aspects of your life – financial, physical, emotional, family, workplace wellness.

These resources are part of our investment in you.

Employees are benefits eligible when working a minimum of 20 hours per week; benefits outlined below reflect full-time status of 40 hours per week; some benefits would be prorated for part-time status.


+ Paid time off at 24 vacation days, annual leave (accrued at 16 hours per month), 120 hours sick leave/year, and 11 paid holidays annually pro-rated by full-time equivalent ( FTE )

+ Comprehensive benefits programs and services including Medical, Dental, Vision, Life, Disability, Parental Leave, work/life resources, and more

+ Robust Employee Assistance Program ( EAP ) and Well-Being Hub for your overall well-being

+ Discounted staff memberships in campus recreation center

+ FREE college credit courses (up to 9-semester credits per year) through the Employee Study Privilege program

+ Tuition Scholarships up to 50% off resident, regular on-campus tuition for eligible family members

+ FREE employee growth opportunity through CSU training and development opportunities

+ After-school programs and summer camps for kids

+ Community Discounts

+ FREE MAX transit use with CSU identification

For more detail about these and other Health and Welfare benefits and Commitment to Campus programs, visit our CSU Well-Being Hub athttps://hr.colostate.edu/well-being-hub/and our Benefits programs for Administrative Professional employees:https://hr.colostate.edu/current-employees/benefits/afap/.

Retirement Programs

While employees of CSU do not contribute to Social Security, the University and the state of Colorado offer competitive retirement plans.

As a condition of employment and required by Colorado law, employees are required to participate in either the University’s Defined Contribution Plan ( DCP ) or the Public Employee’s Retirement Plan ( PERA ) of Colorado.

Each plan offers a generous employer match.

For more information, visit:https://hr.colostate.edu/current-employees/benefits/afap/retirement/.

Top Public Research University

Colorado State University is one of the nation’s top public research universities and an institution on the rise.

In the last decade, CSU has:

+ Produced record enrollment

+ Built on all-time highs in student success and support

+ Delivered groundbreaking research driven by a highly productive faculty

+ Revitalized campus through a transformational building campaign

+ Shaped an unrivaled learning environment where nine of 10 recent graduates say they would choose CSU again and rate their education as excellent

Campus Culture

Colorado State University has a campus culture that is driven by a desire always to do better and a vision to be the best place to learn, work, and discover.

We create an environment that welcomes, values, and affirms all members of our community, including various skills, ideas, talents, and contributions.

We are responsible, individually and collectively, to give of our time, talents, and resources to promote the well-being of each other and the development of our local, regional, and global communities.

Tobacco and Smoke-Free
Colorado State University is a tobacco and smoke-free campus.

For the health of our university community, the use of smoking, vaping or tobacco products is prohibited on CSU grounds or in buildings.


Live in Fort Collins

Fort Collins has been home to CSU since the University’s inception in 1870.

It is a vibrant, friendly city of 161,000 tucked against the foothills of the Rocky Mountains in Northern Colorado, 60 miles from Denver.

The strong local economy is noted particularly for a broad range of outdoor activities and a thriving arts and entertainment industry.

Position Summary
The Referral Coordinator is the primary coordinator of provider-initiated referrals to outside specialties services.

The role is logistical and administrative, not clinical.

This position must work autonomously and make decisions based on provider requests, and in compliance with CSU Health Network’s policies, HIPAA regulations and applicable laws.

Duties include:

+ Supporting the patient in identifying community providers to support the continuation of their care

+ Facilitating records transfer

+ Contacting the patient with referral information and/or appointment information

+ Tracking communication attempts

+ Properly and accurately documenting referral outcomes as appropriate


This position is a full-time, 12-month position, working 40 hours per week, 8:00 am – 5:00 pm, Monday-Friday.

The Referrals Coordinator reports directly to the Patient Access and Registration Manager.

Required Job Qualifications
Education

+ High School Diploma or GED


Experience

+ Two years of specialized medical referrals experience

+ Three years of experience working in a medical office, including any combination of medical records, medical reception, and/or care coordination experience.


Preferred Job Qualifications
Experience

+ Experience processing mental and medical health referrals in a multidisciplinary high-volume practice

+ Experience with medical records release procedures

+ Experience performing duties of scheduling, insurance input, and answering healthcare and billing questions

+ Experience with verifying insurance for explanation of benefits and getting authorizations/pre-authorizations

+ Experience working in PyraMED, CSU Health Network’s Electronic Health Record System, or other EHR

+ Experience as a Medical Assistant, Licensed Practical Nurse, Registered Nurse, or other relevant medical experience


Knowledge, Skills, Abilities and Other Characteristics

+ Ability to communicate coverage, benefits and answer questions about different insurance carriers specifically the CSU Student Health Insurance Plan.

+ Ability to collaborate with providers and administrative staff

+ Ability to take initiative and work independently

+ Ability to be flexible and adapt to an ever-changing environment

+ Ability to work under pressure and with time constraints

+ Ability to work efficiently in a multidisciplinary healthcare delivering setting

+ Ability to manage and coordinate schedules

+ Ability to use judgment to prioritize workload

+ Excellent interpersonal and customer service skills

+ Excellent listening, verbal and written communication skills

+ Ability to work as a team member and independently

+ Ability to analyze policies, programs, and initiatives to make recommendations for quality improvement



Essential Duties


Job Duty CategoryReferrals Coordination

Duty/Responsibility

+ Provides assistance with identifying community resources if care needed is outside of CSU Health Network care scope

+ Schedules, problem solves, communicates, and coordinates referral appointments with outside specialists

+ Receives and processes all referral requests from providers, verifying necessary documentation, insurance info, and patient consent.

+ Ensures that the records are sent to the correct address and maintains a log of transactions for releases; refers students to medical records as needed

+ Ensures that all referral forms are sent to health records in a timely manner, after assigned actions are completed

+ Responds to in-house provider questions, requests and concerns regarding the status of patient referrals, care coordination or follow-up status

+ Provides transportation consultation, coordination and support to clinic patients referred to specified health care facilities

+ Assists patients in calling their insurance to get a very clear an idea of what their patient responsibility will be for codes provided by medical providers; utilizes the Cost Estimate Form to document quotes given

+ Provides an up-to-date list of providers in the community that are currently accepting new patients

+ Completes Prior Authorizations in a timely manner for procedures, medications and behavioral health

+ Assists in transitioning graduating students to the community

+ Helps patients understand general insurance concepts

+ Possesses thorough understanding of Kaiser and Tricare for referrals and cost estimates

+ Reviews EOBs and answer billing and bursar questions

+ Answers, responds and documents phone calls, requests and questions from patients in a timely manner; calls must be accurately managed or redirected as appropriate

+ Verifies insurance information for referral purposes and processes insurance information for referral patients

+ Monitors referral timelines to ensure students are seen according to their health concerns and receives appropriate care, escalating any delays as needed

+ Tracks and reports on referral trends (e.g., common types of referrals, wait times, etc.) to provide feedback for process improvements or to inform decision-making

+ Logs and tracks all referrals using internal tracking tools or EHR systems to monitor progress, status, and follow-up outcomes if needed

+ Ensures all required referral documentation is complete, accurate, and sent to the correct specialist or facility.

+ May help in CSU Health Network outreach efforts by gathering feedback on referral experiences, helping to build relationships with outside specialists, and identifying potential areas for improvement

+ Assists in patient education by providing informational resources about referral processes, specialty care options, or insurance-related questions to help them make informed decisions

+ Maintains confidentiality and professionalism in all patient communications related to referrals and record handling

+ Prepares reports or summaries related to referral activity, patient outcomes, or service utilization, as needed for institutional review or reporting

+ Audits and ensures accuracy of referrals

+ Provide training for staff on referral functions and processes.

Helps with onboarding and training new staff on referrals

+ Other duties as assigned by Manager


Percentage Of Time70%


Job Duty CategoryMedical Records and Other Administrative Duties

Duty/Responsibility

+ Processes and fulfills records requests in compliance with HIPAA and organizational policies, including requests from patients, external providers, insurance companies, and legal entities

+ Maintains proper documentation of all referrals sent, records requests and releases in accordance with institutional policies and retention requirements

+ Determines the appropriate procedure for release of records over the by phone, email, fax or in person upon request by students

+ Provide assistance and guidance for staff and providers regarding medical records and patient follow-up

+ Ensure the providers have all necessary information for continuity of care.

Inform staff what information may be released to protect PHI and support continuity of care

+ Collect encounters, answer check out related questions, review requests for parking citation removal, cash/posting duties, backup for scanning or front desk staff

+ Compile monthly reports

+ Assists in onboarding or training staff on how to request records properly and how to protect PHI during communication

+ Other duties as assigned by Manager


Percentage Of Time30%


Application Details


Special Instructions to Applicants
CSU is committed to full inclusion of qualified individuals.

Applicants needing assistance to submit application materials may contact Tammy Roehrich at Tammy.Roehrich@colostate.edu.

Complete applications must include:

+ Cover Letter

+ Resume

+ Contact information for three professional references.

References will not be contacted without prior notification of candidates.




The posting is open until filled.

For full consideration, complete applications must be received by 11:59 pm Mountain Time on Sunday, October 26, 2025.

Applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Application materials will be held in confidence by the Search Committee through semi-finalist interviews.

Confidentiality of application materials detaches at the point where a candidate accepts participation in a finalist interview.

At that time, redacted application materials are shared with campus stakeholders when invited to participate and give feedback to the Search Committee.

Conditions of EmploymentPre-employment Criminal Background Check (required for new hires), Special Requirements/Other - Health Network follows CDC guidelines for Employee Health in a healthcare setting, including proof of vaccinations.

Employees must show proof of compliance/willingness to comply by start date.

Search ContactTammy Roehrich, tammy.roehrich@colostate.edu

EEO
Colorado State University ( CSU ) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students.

To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer.

The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification.

Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.



References Requested

References Requested


Minimum Requested3

Maximum Requested3


Supplemental Questions

Required fields are indicated with an asterisk (*).



+ * Do you have a High School Diploma or GED?

+ Yes

+ No


+ * Do you have two years of specialized medical referrals experience?

+ Yes

+ No


+ * Do you have three years of experience working in a medical office, including any combination of medical records, medical reception, and/or care coordination experience?

+ Yes

+ No


Applicant Documents
Required Documents

+ Cover Letter

+ Resume

Optional Documents

Required Skill Profession

Other General