Referral and Operations Coordinator

Oregon Health & Science University Foundation

Referral and Operations Coordinator for NICH Program at Oregon Health & Science University. Managing referrals, operations, and data using technical and administrative support in Portland, OR.

Posted 4/24/2026full-timePortland • Oregon • 🇺🇸 United StatesMid-LevelSenior💰 $33 - $45 per hourWebsite

About the role

Key responsibilities & impact

Process all incoming referrals from the NICH Program.
Coordinate with referring providers to gather information and complete referral process after assessing for eligibility.
Provide referrers with timely updates on the status of their referral.
Strives to reduce barriers for referring providers.
Communicate eligibility criteria to partners.
Optimize referral intake process by making process improvements, as needed.
Maintain referral tracking spreadsheet.
Update projections spreadsheet weekly to inform case assignments as interventionists’ caseloads open up.
Monitor upcoming patient close dates monthly.
Send interventionists and supervisors monthly emails with information about upcoming close dates
Provides operational and technical support for NICH program activities through centralized database and tracking management.
Maintains active patient tracking tools, master program lists, referral lists, and service status updates.
Produces routine monthly program updates and audits for Program Manager, include caseload reporting and patient status tracking, to support program planning, oversight and compliance.
Monthly invoicing based on NICH contracts for patients.
Track and manage ROIs, consents, pre-post assessment packets, weekly surveys, discharge summaries, etc. scan information into Epic.
Ensures accurate patient flag updates.
Serve as Back-Up for Reimbursements (completed by NICH AA).
Knowledge of how to upload and process all P-card receipts for interventionists, supervisors, and program manager for program purchases.
Ensure that NICH has adequate office supplies.
Ensure interventionists are equipped with cell phones, cases, and approved accessories to aid with their productivity.
Maintain inventory of all NICH staff tech (cell phones, laptops, iPads, Fitbits, etc.).
Purchase new technology as needed.
Assist with scheduling of interviews.
Train new staff on relevant administrative functions.
Works with NICH Clinical Director in supportingongoing communication and coordination with payors through quarterly checkins, documentation tracking, and follow-up.
Acts as a program liaison by preparing materials and presenting NICH program information, to internal partners, referring providers, and community stakeholders as appropriate.
Operationalize relationship by working with CCOs to develop systems for reporting and monitoring shared patients.
Prepare agendas for quarterly meetings
Other Duties as Assigned

Requirements

What you’ll need

Three years of experience administering or coordinating parts or subsets of a project or program.
A bachelor’s degree in business administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.
Managing multiple concurrent workflows
Maintaining accuracy across high-volume, detail-oriented processes
Ability to communicate clearly and professionally with clinicians, payors, community providers, and NICH staff
Ability to work independently within established policies and procedures
Ability to handle sensitive patient and program information appropriately
Proficient in MS Office (MS Word, Excel).
High level of attention to detail, excellent ability to track data from multiple systems, effective communication skills.
Experience working in healthcare or complex care coordination environments, familiarity with Epic or comparable electronic health record systems, experience supporting insurance authorization or referral workflows, and demonstrated ability to manage program data, audits, and operational reporting. Prefer OHSU experience Prefer public health/Health care experience

Benefits

Comp & perks

Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
Two separate above market pension plans to choose from
Vacation- up to 200 hours per year depending on length of service
Sick Leave- up to 96 hours per year
8 paid holidays per year
Substantial Tri-met and C-Tran discounts
Additional Programs including Tuition Reimbursement and Employee Assistance Program (EAP)

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Hard Skills & Tools

program coordinationdata trackingreferral managementinvoicingpatient information managementprocess improvementauditingworkflow managementreportingtraining

Soft Skills

communicationattention to detailindependenceprofessionalismorganizational skillsinterpersonal skillsproblem-solvingtime managementadaptabilitycollaboration