Referral Specialist Receptionist

The Referral Specialist & Front Desk Receptionist serves as a critical first point of contact for patients and referring providers while also managing the intake, processing, and tracking of referrals. This hybrid role blends exceptional customer service with strong administrative and coordination skills to ensure seamless patient access, accurate referral workflows, and a positive patient experience from first contact through scheduling.

This job will be a hybrid role of one week onsite in our clinic and one week work from home (or you do have the option of working this week from our off site administration office). Work from home would not be initiated until all training is done.

• 401(k)
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

• Greet patients, families, and visitors in a professional, friendly, and compassionate manner
• Answer phone system; screen and route calls appropriately
• Schedule patient appointments accurately based on provider availability, procedure requirements, and referral authorization status
• Verify patient demographics, insurance information, and referral documentation
• Collect co-pays and provide receipts when applicable
• Manage patient check-in and check-out workflows
• Maintain a clean, organized, and welcoming front desk environment
• Respond to patient inquiries regarding appointments, preparation instructions, and general clinic information
• Send encounters to billing department for processing

• Receive, review, and process incoming referrals from external providers and internal departments
• Ensure referrals include required clinical documentation, imaging, and insurance information
• Coordinate with clinical staff to confirm referral appropriateness and urgency
• Track referral status from receipt through scheduling and completion
• Communicate with referring offices regarding missing information, appointment status, and outcomes as appropriate
• Assist with prior authorization coordination and follow-up when required
• Maintain accurate referral logs and documentation in the electronic medical record (EMR)

• Scan, upload, and index referral and patient documents into the EMR
• Support daily clinic operations and patient flow
• Assist with reporting related to referral volume, scheduling metrics, and access delays
• Collaborate with providers, APPs, nurses, and administrative staff to optimize patient access
• Follow HIPAA, compliance, and organizational policies at all times

• High school diploma or equivalent
• Minimum 1–2 years of experience in a medical office, front desk, or referral coordination role
• Strong customer service and communication skills (verbal and written)
• Ability to multitask in a fast-paced clinical environment
• Proficiency with EMR systems, scheduling software, and basic office technology
• Knowledge of medical terminology and insurance basics

• Experience in specialists office
• Familiarity with referral workflows
• Experience with Cerner or similar EMR platforms

• Professional, empathetic, and patient-centered demeanor
• Strong attention to detail and organizational skills
• Ability to prioritize tasks and manage competing demands
• Collaborative team player with a proactive mindset
• Comfort communicating with both patients and healthcare professionals
• Ability to work in a small office with others and maintain a professional demeanor.

• Ability to sit or stand for extended periods
• Frequent use of computer, phone, and office equipment
• Occasional lifting of office materials (up to 20 lbs)

Flexible work from home options available.