Front Office - Incoming Referrals

Role and Responsibilities:

Maintain strict confidentiality of all patient personal, financial, and medical information in compliance with privacy regulations. Process incoming referrals, ensuring all required documentation is complete, accurate, and appropriately routed. Review referrals for clinical information, insurance requirements, prior authorizations, and network eligibility. Track prior authorizations to support timely patient care. Accurately register new patients and update existing accounts with complete demographic and insurance information. Verify patient insurance coverage, including referral and pre-authorization requirements. Coordinate with referring providers, physicians, nurses, and internal teams to obtain missing information and ensure efficient workflow. Monitor referral work queues and maintain accurate documentation within the electronic health record (EHR) system. Scan, fax, and properly index documents into patient medical records in a timely manner. Utilize EHR and other systems to manage schedules, patient accounts, task lists, and communication tools. Answer incoming calls, assist patients, and schedule appointments in a professional and timely manner. Take accurate messages, resolve inquiries when possible, and route tasks appropriately. Communicate clearly with patients and care teams regarding referral and scheduling status. Train and support staff as needed and contribute to a collaborative team environment. Greet and assist patients in a courteous and professional manner. Perform other duties as assigned. Qualifications High school diploma or equivalent required; additional education in healthcare administration or a related field preferred. Minimum of 1-2 years of experience in a medical office, referrals coordination, or patient access role preferred. Knowledge of medical terminology, referral processes, and prior authorization requirements. Familiarity with insurance verification, including commercial, Medicare, and Medicaid plans. Experience working with electronic health record (EHR) systems and scheduling software. Strong computer skills, including the ability to navigate multiple systems, manage work queues, and perform accurate data entry. Excellent communication and interpersonal skills, with the ability to interact professionally with Strong organizational skills with the ability to prioritize tasks and manage a high-volume workload. Attention to detail and accuracy in documentation and data entry. Ability to problem-solve and handle sensitive situations with professionalism and discretion. Ability to work independently as well as part of a team in a fast-paced environment. Commitment to maintaining patient confidentiality and complying with all regulatory requirements. WWC Physicians PC offers the following benefits:

Insurances:

Employees consistently working 30 or more hours per week are eligible for medical, dental, vision, hospital confinement, life, disability insurances after satisfying the waiting period.

Retirement:

Voluntary contributions to the 401k and/or Roth plans after first of the quarter following hire date. WWC Physicians PC matches up to 5% of eligible salary after one year of employment and a minimum 1,000 hours of service.

Time Off Benefit:

Paid Time Off (PTO): Full-time and part-time (part-time is prorated) employees will begin accruing upon hire date. Waiting period of 90 days. PTO amounts for 40-hour employees are 23 days (184 hours). Maximum annual carryover of 240 hours.

WA Paid Sick Leave:

All employees accrue one hour of paid sick leave for every 40 hours worked. Waiting period of 90 days. Maximum rollover is 40 hours per year. Extended Sick Time (EST): Full-time and part-time (part-time is prorated) employees will begin accruing upon hire date. Waiting period of 90 days. EST hours may be used for illness or injury after an absence of three consecutive working days. WA Paid Sick Leave and/or PTO, if available, will be used during this waiting period. Maximum accumulation of 480 hours.

Bonuses:

WWC Physicians PC typically offers an annual bonus based on hours worked.