Patient Coordinator

New Patient Scheduler / Referral Coordinator

The New Patient Scheduler / Referral Coordinator is responsible for converting all new patient referrals into scheduled visits by accurately processing referrals, contacting patients promptly, and ensuring all documentation and insurance requirements are complete. This role is critical to practice growth, access, and patient satisfaction, serving as the first impression for new patients entering the practice.

Referral Processing & Workflow

• Receive and process all new patient referrals.
• Enter referrals into Referral MD and eClinical
  
  Works accurately and same day.
• Review referrals for completeness including:
• Diagnosis
• Insurance information
• Required clinical documentation
• Assign referrals to appropriate providers and locations based on scheduling guidelines.

Patient Outreach & Scheduling

• Contact new patients within same business day when referrals are received.
• Schedule initial consultations following provider-specific templates and access standards.
• Educate patients on appointment expectations, required documentation, and arrival instructions.
• Send appointment confirmations via phone, text, or portal.

Insurance Verification & Authorization

• Verify insurance benefits and referral requirements.
• Identify authorization needs and route cases appropriately.
• Ensure appointments are not scheduled without required approval when applicable.

Documentation & System Accuracy

• Document all patient contact attempts in Referral MD and eClinical
  
  Works.
• Maintain accurate patient demographics and referral source tracking.
• Ensure clean handoff to front desk and procedure scheduling teams.

Performance Metrics & Accountability

• Meet or exceed access benchmarks: