Forms & Referrals Specialist- Experience Preferred - Bilingual (English/ Spanish) Medical Assistant

Job Description

Job Description

Position and Department: Forms & Referrals Specialist

Job Purpose:

The Forms and Referrals Specialist plays a vital role in the administrative support of patient care by ensuring accurate and timely processing of medical forms and referrals. This individual is responsible for coordinating with providers, patients, and insurance carriers while adhering to HIPAA regulations and utilizing Electronic Medical Records (EMR) systems. The specialist must be proficient in both English and Spanish and demonstrate strong attention to detail, customer service, and confidentiality in managing sensitive health information.

Qualifications:

• Education: High school diploma or equivalent required. Medical Assistant certification is a plus.
• Experience: Previous experience in a medical office or healthcare administrative role preferred.
• Language: Bilingual proficiency in English and Spanish required.

Skills:

Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

Working knowledge of EMR systems; ability to navigate patient charts and upload documentation.

Familiarity with HIPAA and patient confidentiality requirements.

Excellent verbal and written communication in both English and Spanish.

Strong organizational and time management skills.

Ability to multitask in a fast-paced environment.

Accuracy in data entry and documentation.

Key Responsibilities:

Forms Management:

• Complete, process, and submit a variety of patient-related forms (e.g., disability forms, medical clearance, work/school notes, FMLA).
• Coordinate with providers for required signatures and clinical documentation.
• Track status of pending forms and follow up as necessary.

Referrals Coordination:

• Generate and process medical referrals as ordered by providers.
• Communicate with insurance companies for prior authorizations or approvals.
• Provide patients with referral details and assist with specialist appointment scheduling when needed.
• Ensure timely completion and documentation of all referral requests in the EMR.

Patient Communication and Support:

• Respond to patient inquiries regarding forms or referrals via phone or email.
• Clearly explain processes and timelines to patients in both English and Spanish.
• Provide exceptional customer service while maintaining professionalism and patient confidentiality.

Documentation and Compliance:

• Accurately document all interactions, submissions, and communications in the patient chart.
• Comply with HIPAA guidelines and company protocols at all times.
• Maintain updated logs and reports related to referral and form processing.

Attendance and Competency:

• Regularly attend work to fulfill the essential functions of the position.
• Meet ongoing competency requirements to maintain role-specific skills and knowledge.

Physical Requirements:

• Ability to sit for extended periods and work at a computer station.
• Adequate hearing and speech to communicate clearly via telephone.

Work Environment:

• Office setting within a healthcare facility.
• Fast-paced environment with frequent interaction with patients and healthcare providers.

Performance Expectations:

• Timely processing of all forms and referrals.
• Clear, respectful, and bilingual patient communication.
• Accurate EMR documentation and compliance with HIPAA.
• Positive collaboration with providers and administrative teams.

Benefits and Compensation:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Paid time off and holidays.
• Retirement savings plan.
• Professional development opportunities.

Training and Development:

• Comprehensive onboarding and training programs.
• Continuous learning opportunities through workshops and courses.
• Mentorship from experienced healthcare professionals.

Commitment to Diversity:

Nirvana Healthcare Management Services is an equal opportunity employer committed to diversity and inclusion. We prohibit discrimination and harassment based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Commensurate with experience

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Ability to Commute:

• Essex County, NJ (Preferred)