NICH Referral and Operations Coordinator
NICH Referral and Operations Coordinator
US--Hybrid
Requisition ID: 2026-38964
Position Category: Administrative/Office Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: NICH (31284)
Posting Salary Range: $33.07 - $44.69 per hour with offer based on experience, education and internal equity
Posting FTE: 1.00
Posting Schedule: Monday - Friday
Posting Hours: 8:30am - 5:00pm
HR Mission: Healthcare
Drug Testable: No
LinkedIn Job Code: #LI-BMN
Department Overview
The Novel Interventions in Children's Healthcare (NICH) Program at OHSU is currently hiring for the position of Referral and Operations Coordinator in Portland, OR. OHSU is Oregon's only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health and with a network of campuses and partners throughout Oregon. We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland's largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state. As the Referral and Operations Coordinator, you will perform and coordinate a wide variety of advanced technical or administrative related tasks. The goal of this position is to assist the leadership team to ensure a smooth flow of services and operations for the NICH program. The Referral and Operations Coordinator will be responsible for tracking and processing all incoming referrals from internal and external providers, assigning all active cases to NICH interventionists, quarterly reporting to internal and external partners, and maintaining all referral and patient records for reporting.
The Referral & Operations Coordinator provides technical and operational support for the NICH Program by
coordinating referral and authorization workflows, managing program data and documentation, supporting
payor and stakeholder communication, and contributing to quality monitoring and process improvement
efforts. This position serves as a central point of coordination to support efficient program operations, accurate reporting, and effective service delivery for patients with complex care needs.
Referral, Authorization, and Intake Coordination
- 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
Program Operations and Data Management
- Provides operational and technical support for NICH program activities through centralized database and tracking management.
- Data 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
- Billing
- Monthly invoicing based on NICH contracts for patients.
- Patient and Interventionist Paperwork Tracking
- Track and manage ROIs, consents, pre-post assessment packets, weekly surveys, discharge summaries, etc. scan information into Epic.
- Ensures accurate patient flag updates
- Serves 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.
- Inventory Management
- Ensure that NICH has adequate office supplies.
- Ensure interventionists are equipped with cell phones, cases, and approved accessories to aid with their productivity.
- Technology Management
- Maintain inventory of all NICH staff tech (cell phones, laptops, iPads, Fitbits, etc.).
- Purchase new technology as needed.
- Schedule/Logistical Support, ad hoc
- Resource Development, ad hoc
- Hiring and Onboarding
- Assist with scheduling of interviews.
- Train new staff on relevant administrative functions.
Payer and Stakeholder Coordination
- Works with NICH Clinical Director in supportingongoing communication and coordination with payors through quarterly checkins, documentation tracking, and follow-up.
- Under the direction of NICH Director or Clinical Director, 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
Required Qualifications
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.
preference in hiring may be given in a special area specific to the position opening.
Job Related Knowledge, Skills and Abilities (Competencies):
- 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.
- Must be able to perform the essential functions of the position with or without accommodation
Preferred Qualifications
- 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
Additional Details
Work hours are flexible during the 9-5 work day. Ability to assist with infrequent weekend or evening events to promote and fundraise for the NICH Program.
Benefits:
- 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)
PI284068533