Patient Access & Referral Coordinator

Barbour Community Health Association•Belington, WV

About The Position

The Patient Access & Referral Coordinator is an initial point of contact for patients arriving at the clinic or calling to schedule appointments. The role supports efficient patient flow and front-office operations while coordinating referrals and scheduling patients with appropriate physicians, specialists, or procedure services. It maintains accurate patient and referral documentation, helps patients navigate referral requirements and barriers to care, and communicates with patients, providers, insurers, and other organizations to support timely care. The position works within the hours of operation for primary care health services, typically 40 hours per week. Some travel to individual BCHA locations may be required. Salary is based on experience and educational training.

Requirements

High school diploma or GED.
Strong organizational and time-management skills.
Ability to multitask and adapt in a fast-paced clinical environment.
Excellent communication and interpersonal skills.
Proficiency with electronic health records and office technology.
Ability to maintain confidentiality and comply with HIPAA regulations.
Team-oriented, with the ability to work independently when needed.

Responsibilities

Greet and check in patients arriving for appointments and assist patients requesting appointments.
Support patient flow during regular and extended operating hours, including monitoring the waiting room as needed.
Verify and enter patient demographic information, insurance coverage, and sliding-scale verification, as applicable, at each visit.
Generate encounters for patient visits, mark encounters finished, and generate patient visit summaries.
Schedule appointments, make reminder calls, and monitor the patient portal for appointment requests as needed.
Answer telephone calls, route calls and messages appropriately, and provide general information about clinic services and business practices.
Scan medical records and other documentation into the electronic health record (EHR), as appropriate.
Maintain referral tracking and documentation manually or through the EHR database and/or scanning module, and ensure referrals are addressed in a timely manner.
Assemble relevant clinical background and referral information and provide appropriate clinical information in accordance with referral guidelines.
Provide patient demographic and current insurance information for referral processing.
Contact insurance companies and review organizations to confirm prior-authorization requirements and provide medical information as necessary.
Review referral details and expectations with patients and notify them of scheduled appointments by mail, telephone, or secure messaging.
Serve as a point of contact for patients and families with questions or concerns regarding referrals and access to care.
Advocate for patients with insurance carriers when needed to support timely approval of necessary supplies or services.
Obtain and send medical records when requested and issue work or school excuses under provider direction.
Receive patient payments for daily services or account balances, enter payments in the daily journal, and balance the cash drawer daily.
Return the phone system to daily operational hours; lock and unlock front and back doors; and turn facility lights on or off as assigned.
Maintain strict confidentiality of patient and clinic information and comply with HIPAA requirements.
Multitask, prioritize duties, manage time, work independently and collaboratively, and meet deadlines in a fast-paced environment.
Perform other duties as assigned by the Office Manager, Chief Operating Officer, or Chief Executive Officer.