Referral Coordinator - Vascular

Description:

JOB SUMMARY

The Referrals Coordinator is responsible for managing incoming patient referrals, registering new patients, scheduling appointments, and serving as a primary point of contact for patients and referring providers. This role ensures timely communication, accurate information, and efficient processing of referrals to support high-quality patient care and clinic operations.

RESPONSIBILITIES

Promptly answer calls using approved scripting and aid patients. Route clinical questions to physicians or clinical staff; communicate urgent requests to a physician or APP to evaluate the urgency of scheduling the appointment. . Return all phone calls within one business day; ensure urgent referral calls are addressed immediately. Register new patients using the information that is received in the referral, verify demographics and insurance, and process referrals according to department policy. Appointments should not be scheduled without complete demographics, prior authorization, if applicable; most recent medical records; including imaging, and recent surgeries related to referral request. Detailed documentation in Touchworks if all necessary documentation isn't received in order to schedule the referral. Once an appointment has been scheduled, a letter should be sent to the referring provider, if you have reached the patient. If unable to reach the patient, a letter should be sent to both the patient and the referring provider. All incoming referrals should be documented on the appropriate referral spreadsheet. Assess insurance requirements, including primary referrals and contracted carriers, prior to scheduling. Schedule appointments and provide patients with directions and pre-appointment instructions. Perform additional responsibilities as assigned by management.

CHARACTERISTICS

Professional and courteous with patients, staff, and referring providers. Team-oriented and able to communicate effectively with clinical and clerical staff. Patient, calm, and composed under pressure. Reliable, punctual, and able to manage multiple priorities. Maintains confidentiality and adheres to HIPAA regulations. Positive attitude, proactive, and committed to excellent customer service.

Requirements:

QUALIFICATIONS

High school diploma or equivalent; associate degree or higher preferred. Experience in a medical office, patient registration, or referral coordination preferred. Knowledge of insurance processes, including verification and authorization requirements. Familiarity with EMR systems, patient portals, and office communication tools. Strong telephone, written, and verbal communication skills. Detail-oriented with strong organizational and multi-tasking abilities.

PHYSICAL REQUIREMENTS

Sitting:

Frequently Standing:

Occasionally Walking:

Occasionally Carrying/Lifting:

Rarely (up to 35 pounds)

Stooping/Kneeling:

Rarely Other:

N/A