Patient Referral Coordinator

The Referral Coordinator is responsible for managing and processing all incoming patient referrals in a timely and accurate manner. This role ensures insurance verification, proper documentation, efficient scheduling, and consistent communication with patients, providers, and internal teams. The Referral Coordinator plays a key role in maintaining scheduling targets and supporting overall patient access and revenue cycle performance.

• Receive and process all new patient referrals in a timely and accurate manner.
• Review referral documentation for completeness and accuracy.
• Ensure accurate and timely follow-up to obtain complete medical records when needed.
• Maintain and update the New Referral tracking spreadsheet.
• Follow up on all unscheduled patients to maximize scheduling outcomes.

• Verify all patients’ insurance coverage prior to scheduling appointments.
• Confirm insurance eligibility, benefits, and authorization requirements.
• Communicate with patients regarding self-pay options when insurance is not active or applicable.
• Ensure all necessary authorizations are obtained prior to appointment scheduling.
• Accurately schedule patients based on clinical needs, provider availability, and insurance requirements.
• Demonstrate flexibility in handling scheduling changes or cancellations.
• Ensure all patient appointments are properly documented and confirmed.
• Maintain a scheduling rate of at least 80% monthly and 85% quarterly.
• Maintain clear and professional communication with patients, referral sources, and internal staff.
• Collaborate with the Sales and Marketing team regarding referral status and scheduling updates.
• Provide timely updates on referral trends, scheduling barriers, and patient follow-up outcomes.

• Maintain accurate records within the EMR and referral tracking systems.
• Ensure compliance with HIPAA and organizational policies.
• Support reporting efforts related to referral conversion and scheduling performance metrics.

• Minimum of 1–2 years of experience in healthcare scheduling, referral coordination, or medical office operations.
• Experience with insurance verification and prior authorization processes preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to meet performance metrics and scheduling targets.
• Strong communication and customer service skills.
• Proficiency with EMR systems and Microsoft Office (Excel required).
• Ability to handle multiple tasks in a fast-paced environment.

• Maintain monthly scheduling rate of ≥ 80%.
• Maintain quarterly scheduling rate of ≥ 85%.
• Process referrals within designated turnaround times.
• Ensure accurate insurance verification prior to scheduling.

• Maintain complete and up-to-date referral tracking documentation