Referral Coordinator

The Referral Coordinator is responsible for managing patient referrals to specialists, external healthcare providers, and other service providers. This role ensures timely processing of referrals, accurate communication with patients, and coordination between our clinic and external facilities. The Referral Coordinator plays a vital role in supporting patient care continuity, optimizing patient experience, and streamlining operations within our clinic. This role will work on-site at one of our following clinics: North Country Homes in Spokane, Wenatchee, Spokane Valley, Redmond, or Ballard in Seattle, WA.
 

What you’ll do: 

• Process, coordinate, prioritize, and follow up on patient referrals to ensure timely and efficient transitions of care.  

• Proactively identify issues and delays in the referral process and implement solutions.  

• Schedule appointments with specialists and external providers based on patient needs, insurance requirements, and provider availability.  

• Ensure integrity in standard referral processes and workflows; drive and implement improvements when opportunities are identified.  

• Ensure that all necessary medical records, information, and referral documents are provided to the internal or external providers in a timely manner.  

• Verify insurance coverage for all referrals and obtain any required pre-authorizations.  

• Develop and maintain strong working relationships with external providers and specialists to facilitate efficient referrals. 

• Communicate effectively with patients regarding referral status, appointment details, preparation instructions, and any follow-up actions.  

• Act as a point of contact for patient inquiries related to referrals, providing updates and addressing concerns as needed. 

• Accurately document all referral-related information in the Electronic Medical Records (EMR) system, including notes on follow-up actions, appointment confirmations, and patient communication.  

• Maintain organized and up-to-date records of all referrals and report on referral statuses as required.  

• Ensure compliance with all federal and state regulations, including HIPAA, in handling patient information and coordinating referrals. 

What you’ll bring: 

• High school diploma or equivalent relevant work experience.  

• Two years’ experience in a healthcare setting, preferably in referral coordination, medical scheduling, or similar administrative role.  

• Demonstrated experience in a customer service environment. 

• Proficiency in EMR systems (e.g., Epic, Cerner), Microsoft Office Suite, and insurance verification portals.  

• Knowledge of medical terminology, referral processes, and healthcare regulations (e.g., HIPAA).  

• Excellent verbal and written communication skills, with the ability to interact professionally with patients, providers, and external partners.  

• Ability to create accurate and thorough documentation, strong time management, and multitasking abilities.  

• Demonstrates a patient-centered approach, prioritizing positive patient experiences and smooth care transitions. 

• Associate degree (AA) or certificate in a healthcare-related field. (Preferred) 

• Experience using Epic EMR system. (Preferred) 

Working Environment   

• Work is primarily performed in an office setting within a healthcare organization, which may include proximity to patient care areas. 

• The work environment is generally quiet, but may involve some interruptions, high-paced demands and interactions with various departments.   

• This role requires the ability to navigate within clinical or administrative areas of a healthcare organization.   
    

Physical Requirements   

The following have been identified as essential physical requirements of this job and must be performed with or without an accommodation:   

• This is primarily a sedentary role with prolonged periods of sitting at a desk and working on a computer.   

• Ability to lift or carry items weighing up to 25 pounds; occasionally may need to bend, stoop, or reach to retrieve items.  

• This role requires the ability to use a keyboard and computer for extended periods of time and to communicate clearly and understandably in person and over the telephone. 

• Manual dexterity for data entry and use of office equipment.