Bilingual Referral Coordinator

Peak Behavioral Health is seeking a Bilingual Referral Coordinator to join our team at our Norman office!

The ideal candidate is proactive, dependable, and thrives in a fast-paced environment. They have excellent organizational skills, enjoy coordinating complex schedules, communicate effectively with diverse stakeholders, and are committed to improving patient access to behavioral health services. They consistently demonstrate empathy, accountability, attention to detail, and a solution-focused mindset while supporting patients and providers throughout the referral process.

The Bilingual Referral Coordinator is responsible for managing the referral, scheduling, and coordination process for psychological testing services. This position serves as the primary point of contact for referral sources, patients, families, providers, and insurance companies to ensure timely access to care while maintaining exceptional customer service.

• Receive and process incoming referrals from physicians, therapists, schools, hospitals, and community partners.
• Review referrals for completeness and request missing documentation as needed.
• Enter referrals accurately into the Referral Tracker and appropriate waitlist.
• Track referral status from receipt through completed evaluation.
• Maintain referral queues and ensure timely follow-up.
• Communicate with referral sources regarding referral status and appointment availability.

• Verify insurance eligibility
• Schedule psychological testing appointments according to provider availability and testing requirements.
• Coordinate multi-session evaluations when necessary.
• Optimize provider schedules to maximize utilization.
• Maintain waitlists and proactively fill cancellations.
• Confirm appointments and communicate preparation instructions.
• Reschedule appointments promptly when needed.

• Serve as the primary contact for patients and families throughout the scheduling process.
• Explain the testing process, timelines, and expectations.
• Answer scheduling questions professionally and compassionately.
• Respond to phone calls, voicemail, emails, and text communications promptly.
• Provide exceptional customer service while maintaining confidentiality.

• Collaborate with psychologists and therapists regarding scheduling needs.
• Communicate schedule changes efficiently.
• Documentation
• Maintain accurate scheduling notes within the EMR.
• Document patient communications.
• Upload referral documents and authorizations.
• Maintain HIPAA-compliant records.

• Monitor testing referral volume and scheduling capacity.
• Assist in reducing wait times through effective scheduling practices.
• Generate reports on referral activity, waitlists, and scheduling metrics.
• Participate in workflow improvement initiatives.
• Cross-train with other scheduling staff.

• Maintain high accuracy in scheduling and documentation.
• Follow HIPAA and confidentiality requirements.
• Adhere to organizational policies and procedures.
• Demonstrate professionalism in all patient interactions.
• Meet productivity and quality benchmarks established by leadership.

• Bilingual:
• Spanish and English
• Fluent in both written and verbal communication
• High school diploma or GED required.
• Minimum of two years of experience in medical scheduling, behavioral health, healthcare administration, or patient access.
• Experience working with insurance verification and prior authorizations.
• Proficiency with electronic health records (EHR/EMR).
• Strong computer and Google Workspace (Docs, Sheets, Gmail) skills.
• Excellent verbal and written communication skills.
• Exceptional organizational and time-management abilities.
• Ability to prioritize multiple competing demands.

• Associate's or bachelor's degree in healthcare administration, business, or a related field.
• Experience scheduling behavioral health or psychological testing.
• Knowledge of CPT codes, behavioral health billing, and insurance processes.

• Excellent customer service skills
• Strong attention to detail
• Critical thinking and problem-solving abilities
• Ability to maintain…