Referral Coordinator

Key Responsibilities

• Process all incoming referral faxes within three business days.
• Follow up on pending referrals, making at least three attempts to contact patients and closing the referral loop by notifying referring providers.
• Manage patient referrals, including discussing details and expectations with patients, verifying insurance eligibility, and maintaining communication with referring providers.
• Adhere to no-show and dismissal policies for patients which includes sending certified letters and/or secure emails to non-adherent patients.
• Discuss referral details and expectations with patients.
• Manage referral lists and schedule patients with appropriate providers.
• Enter complete and accurate patient demographics and insurance information into the EHR.
• Ensure patients insurance is valid and active and covers orthopedic services via performing insurance eligibility checks.
• Maintain communication with referring providers throughout the referral process.
• Register patients via abstracting information from incoming referral documents.
• Utilizing all resources to obtain additional information if and when needed.

• Schedule new patient appointments, follow-ups, and other necessary pre-visit appointments.
• Answer phone calls and process voicemails, portal messages, and inquiries in a timely manner.
• Ensure provider schedules are fully utilized and assist with follow-up scheduling needs.
• Manage cancellations, reschedules, and no-shows, and correct registration errors as assigned.
• Assist with completing tasks that have been emailed to the scheduling email group.
• Process patient portal messages and inquiries.
• Maintain accurate patient records in the EHR.
• Manage provider schedules, ensuring full utilization.
• Assist providers with follow-up scheduling and other scheduling needs as required.
• Collect outstanding balances when prompted.
• Provide patients with cost estimates for services per policy.
• Fulfill daily assigned duties promptly and efficiently.

• Attend and actively participate in team meetings.
• Handle contract clinic scheduling and act as the primary contact for contracted clinics, scheduling patients within specified time frames.
• Complete daily administrative tasks efficiently and ensure compliance with organizational policies.

• Act as the primary contact for contracted clinics, if and when assigned.
• Schedule patients for clinics within specified contract time frames (e.g., 30 days, 7 days).
• Serve as the primary point person and answer or delegate questions as needed.

• High school diploma or equivalent required.
• Experience in the medical field and knowledge of insurance and eligibility is preferred.
• Experience working with Electronic Health Record (EHR) systems is a plus.

• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills to handle patient interactions with empathy and professionalism.
• Ability to manage multiple tasks in a fast-paced environment and prioritize effectively.
• A collaborative mindset with the ability to work both independently and within a team.

• Health Insurance
• 401(k) Plan
• Paid Time Off
• Health Savings Account (HSA)
• Flexible Spending Accounts (FSA)
• Supportive Culture
• Career Growth & Development

Equal Opportunity Employer
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