POSITION: Referral Coordinator – Temporary Full-Time                                        

SUMMARY OF DUTIES: The Referral Coordinator enables the Care Coordinators to make efficient use of their time by managing, assembling, and delegating incoming referrals from outside providers.  This is accomplished by having a foundational understanding of the different types of diagnoses that are referred to IPMR. This position is responsible for gathering relevant information, reports, imaging, etc. that are required by the physician. After receiving all information, the referral coordinator is to schedule the patient. 

We are looking for a Temporary Full-Time Referral Coordinator for approximately 5-6 months, the ideal time frame would be training for 1-2 months starting June 2025-October 2025. If IPMR has an open position this individual may transition to a regular full-time employee.

SUPERVISION RECEIVED: Referral Coordinator reports to the Operations Manager; may receive direction from Administrator and/or Providers.

EDUCATION:  

  • High school graduate or equivalent
  • Certification as Registered or Certified Medical Assistant (Required within 90 days of hire)

EXPERIENCE: Previous experience in a medical office preferred.

ESSENTIAL FUNCTIONS

  • Review all incoming referrals
  • Create patient account and inputs all demographic information into eCW
  • Verify insurance is active
  • Ensure proper documentation is obtained by insurance prior to scheduling (ie. Healthy Connection referrals)
  • Ensure referral process is complete with required documents such as progress notes, imaging reports, labs, etc.
  • Mail out new patient paperwork
  • Fax referral confirmation letter to referring providers
  • Manage unassigned referral rotation
  • Draft correspondence back to referring providers office
  • Interact with patients’, physicians, and other staff within the clinic and at outside facilities providing accurate, timely and responsive information.
  • Coordinate processes and timing as required to meet physician and facility requirements.
  • Submit patient clinical and financial information to facility assuring appropriate medical records release, if needed.
  • Answer and screen telephone calls in a courteous manner, and record messages for physician and other personnel.
  • Obtain accurate information from patients and ensure all information is received before scheduling patient.
  • File records in appropriate sections of patient electronic charts and keep patient charts in proper order.
  • Maintain files and patient records in a confidential manner.
  • Perform other related duties as directed or assigned.

SKILLS:

  • Time management – referral coordinators must be highly organized and able to manage schedules for multiple patients and doctors, ensuring that schedules are up to date and that patient appointments are entered correctly
  • Attention to detail – most referral coordinators work with patient information that can include medical histories and insurance information, so they should be detail oriented and focused on maintaining accurate patient information
  • Customer service – referral coordinators interact directly with patients, so they should have strong customer service skills and the ability to answer patient questions and resolve issues
  • Computer skills – in this role, referral coordinators work with computers to connect patients to resources and other care providers, so they should have some clerical and computer skills
  • Communication skills – referral coordinators are liaisons between patients and care providers, so effective written and verbal communication skills are a necessity

ABILITIES:

  • Ability to read, understand and follow oral and written instruction.
  • Ability to sort and file materials correctly by alphabetic or numeric systems.
  • Ability to communicate clearly.
  • Ability to prioritize and handle many tasks/projects simultaneously
  • Ability to be proactive -- anticipate problems before they occur.

 

ENVIRONMENTAL/WORKING CONDITIONS:  

  • Public contact may involve dealing with angry or upset people.  
  • Environmentally controlled medical office environment
  • Fast paced environment with occasional high pressure or emergent situations
  • Work hours subject to office needs to ensure coverage during all hours of operation
  • Frequent exposure to bodily fluids
  • Possible exposure to infectious specimens, communicable diseases, toxic substances,

 medicinal preparations, and other conditions common to a laboratory and medical office environment

  • May wear Personal Protective Equipment (PPE) such as gloves or a mask
  • Frequent interaction with a diverse population including team members, providers, patients, insurance companies and other members of the public

PHYSICAL DEMANDS: 

  • Standing and walking required for extended periods of time
  • Frequent sitting, standing, grasping, carrying, and speaking
  • Occasional reaching, bending, and stooping
  • Lifting, carrying, pushing, and pulling up to 50 pounds, with assistance if needed
  • May need to lift or turn patients who are disabled, with assistance if needed
  • Frequent use of computer, keyboard, copy and fax machine and phone

 

Equal Opportunity Employer, including disabled and veterans.

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