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Harvard University Secretary II, Referral Coord in Cambridge, Massachusetts

60007BRAuto req ID:60007BRJob Code:403024 Secretary II, Technical Location:USA - MA - Cambridge Business Title:Secretary II, Referral CoordinatorSub-Unit:------------ Appointment End Date:11-Apr-2023Salary Grade ( :052Time Status:Part-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:High school diploma or equivalent. Additional Qualifications and Skills:


  • Provides care to the adolescent through utilization of the following:

  • Supplements explanations with reasons for “why?”

  • Encourages questions regarding fears.

  • Allows adolescent to maintain control.

  • Realizes there may be resistance.

  • Provides privacy.

  • Provides care to the adult patient through utilization of the following:

  • Recognizes anxiety regarding potential chances in lifestyle resulting from illness.

  • Provides education based on learning needs.

  • Provides care to the geriatric patient through utilization of the following:

  • Speaks distinctly due to loss of ability to discriminate sounds.

  • Slows pace of explanation due to slowed cognitive functioning.

  • Maintains a safe environment based upon physical and psychological function.


  • Adheres to the expectations and professional responsibilities of the department.

  • Employs the standards, practices, and procedures of the department.

  • Completes and complies with HUHS training requirements including HIPAA Privacy and Security.

  • Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.

Excellent interpersonal, customer service and organizational skills.

Experience with insurance products and obtaining prior authorization.

Department:Internal MedicinePre-Employment Screening:Criminal, IdentitySchedule: Wednesday and Friday 8.75 hours Job Function:General Administration Position Description:


  • Knowledgeably articulates insurance limitations to patients.

  • Tracks referral status in the electronic system and ensures documentation of referral visits is available for PCP follow-up or upon request.

  • Schedules diagnostic tests and specialty consultations at outside organizations.

  • Assists patients with scheduling in-house specialty appointments.

  • Assists patients by providing directions to outside facilities.

  • Communicates with outside referral services by telephone, fax, and e-mail.

  • Serves as liaison between patient and inside/outside providers.

  • Communicates referral appointment information to patient and provider.

  • Keeps pre-testing instructions updated from referral organizations.

  • Generate reports as requested.

  • Work collaboratively with Member Services and Care Coordination department.

  • Enters referral into “BlueLinks.”

  • Enters patient information into “AIM” to obtain prior approvals.

  • Initiates process for over 90 days and out of network referral requests in coordination with Member Services.


  • Assures the safe and satisfactory care of patients.

  • Opens and closes the clinic according to written protocol.

  • Collects and records all payments including insurance co-payments, inoculations, fee for service, and medical equipment.

  • Schedules patient appointments utilizing all functions of the appointment system.

  • Completes all the necessary information in scheduling patient appointments.

  • Handles all emergency phone calls efficiently, and according to emergency protocol.

  • Responds appropriately to patient requests for medical record information.

  • Types and sends letters.

  • Assists patients by providing directions, escorting, transporting, and ensuring their comfort and safety.

  • Sets priorities in organizing activities for the day.

  • Demonstrates flexibility when unexpected changes in assignment occur.

  • Identifies own learning needs, requests assistance when needed.

  • Documents care provided using appropriate forms.

  • Communicates to other staff members/group leader and/or clinician prior to leaving unit for break or lunch periods and prior to leaving for the day in order to ensure appropriate unit coverage.

  • Demonstrates the ability to identify and respond to potential life threatening situations during telephone encounters.

  • Demonstrates universal precautions in all care delivery.

  • Carries out proper procedure for reporting faulty equipment.

  • Prepares medical records ensuring that confidentiality is maintained.


  • Maintains patient confidentiality.

  • Demonstrates respect in all interpersonal interactions.

  • Works collaboratively with all members of the health care team.

  • Performs all personal business away from patients and all work areas.

  • Identifies own learning needs and requests assistance from others when needed.

  • Adheres to regulatory guidelines i.e. AAAHC, DPH, OSHA, etc.

  • Adheres to departmental and unit specific policies, procedures, guidelines and protocols.

  • Participates in orientation of new staff members.

  • Attends staff meetings and educational offerings required by the department.

  • Provides coverage to other areas as necessary.

  • Performs related duties as required.

  • Provides proper notification for absences or tardiness and time off in advance.

  • Is reliable, dependable and prepared for duties at start of shift in coming to work.

  • Is flexible and responsive to the needs of the clinic and department in regard to work schedule.

  • Demonstrates caring and willingness to help in all interactions.

  • Utilizes time productively.

  • Maintains professional conduct and appearance.

  • Performs other duties and responsibilities as needed.

School/Unit:University Health Services EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Certificates and Licenses:Medical secretary/patient service experience. Typing and/or computer skills, telephone skills, and multi-lingual. Job Summary:

Serves as liaison between patients and providers to schedule diagnostic tests and specialty consultations at outside organizations (prior authorization as needed) and in-house specialty appointments. Obtains date of service and follows up with visit results. Assists patients with tracking referral status in the electronic system. Works collaboratively with Member Services and Care Coordination departments. Office responsibilities include data entry and coordination of mailings. Collaborates with satellite and specialty offices in processing referrals.

Commitment to Equity, Diversity, Inclusion, and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.