Referral Specialist, YM CARE Center

Yale University


Clinical Affairs – YMA CARE Center


University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, Clinical

Total # of hours to be worked:


Work Week

Standard (M-F equal number of hours per day)

Work Location

Outside of campus, within Connecticut

Worksite Address

221 Whitney Ave
New Haven, CT 06511

Position Focus:

 Within a team-based organizational structure and following departmental/specialty processes, the Referral Specialist acts as the central point of contact for all medical office activity related to patient referrals for a specific specialty. Apply substantial knowledge of medical practices and terminology to critically evaluate all incoming referrals and oversee the coordination and scheduling of all patient ambulatory referrals for the appropriate specialty. Serve as the main contact for all new patient referrals and serve as the principal source of new patient scheduling information for referring provider offices, patients and schedulers. Serve as a principal source of information to patients and others on department/specialty specific scheduling policies, providers, procedures, and locations. Hours for this position are: 10:30am-7pm.  This opportunity is currently remote (work from home) within CT. Candidates are encouraged to provide a cover letter.

Essential Duties

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.   4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.   7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Demonstrated high degree of initiative with the ability to use sound independent judgement and critical thinking in order to effectively and appropriately manage patient/caller interactions. Ability to utilize active listening skills to accurately assess and direct callers to the appropriate resource.

Required Skill/Ability 2:

Outstanding interpersonal skills. Warm and compassionate communication style. Extraordinary customer service skills with proven ability to professionally and effectively interact with all members of the patient’s care team, including but not limited to: the patient, parent, primary care provider, etc. Demonstrated actions as a caring and motivated team player.

Required Skill/Ability 3:

Demonstrated ability to handle heavy phone volume. Ability to perform a variety of routine job tasks to meet occasional conflicting demands, time pressures, deadlines or emergencies. Strong organizational skills with a proven ability to pay attention to detail on a wide variety of complex matters.

Required Skill/Ability 4:

Well-developed and competent in English language, grammar, spelling and punctuation to type accurately, enter all patient information and review medical records. Ability to deal with confidential and sensitive patient information in a professional manner while complying with all HIPAA regulations.

Required Skill/Ability 5:

A proven record of exemplary attendance, punctuality and reliability.

Preferred Education, Experience and Skills:

Experience scheduling in a high-volume healthcare call-center/practice. Comprehensive knowledge of medical terminology. Experience using electronic medical record system, multi-line telephones, ACD lines and call queues. EPIC referral, messaging (i.e. in-basket messages), telephone encounters & chart review skills. Proficiency scheduling in EPIC. Spanish speaking.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).


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