Referral Coordinator / Clinic Scheduler

Proliance Surgeons•Tacoma, WA

5d•$20 - $32•Onsite

About The Position

The Patient Referral Coordinator and Clinic Scheduler plays a key role in delivering excellent care by ensuring patients are referred efficiently and appropriately for specialty services and follow-up care. This role manages referral activities for the care center, ensuring timely scheduling, complete documentation, insurance coordination, and excellent communication with patients, providers, and external offices.

Requirements

High school diploma or its equivalent required
1-2 years of experience in a medical office preferred
Attention to detail, excellent organizational and time management skills
Ability to work both independently and as a team member
Demonstrated ability to learn quickly and function well in a fast paced, high-pressure environment
Great interpersonal skills; patient, composed, cooperative, and able to work well with patients, physicians, staff, and business associates
Understanding of and adherence to all safety, risk management and precautionary procedures (OSHA/WISHA), including the consistent respect for confidentiality (HIPAA)
Self-motivated; able to work following specific guidelines and in accordance with detailed instructions; measure self against standard of excellence, overcome obstacles and challenges with little supervision
Ability to manage and prioritize multiple tasks efficiently while maintaining accuracy and timeliness
Strong communication skills; able to interact professionally with external providers, patients, and internal teams
Proficiency in using electronic health records (EHR) and practice management systems
Ability to identify, research, and resolve scheduling discrepancies in a timely manner
Knowledge of insurance verification and authorization processes, including understanding of bundle and single case agreements
Ability to maintain confidentiality and comply with HIPAA regulations regarding patient data
Strong problem-solving skills and ability to work under pressure with minimal supervision
Ability to generate reports and analyze data for referral metrics and compliance tracking
Ability to coordinate and communicate effectively with external providers, clinical staff, and patients
Demonstrated ability to ensure all necessary documentation and forms are completed accurately and efficiently

Nice To Haves

courses related to anatomy, biology, physiology or medical terminology a plus
Bachelor’s or Associate’s degree in related field preferred

Responsibilities

Receive and process incoming referrals from primary care providers, internal clinicians, and external sources.
Ensure referrals are complete, accurate, and meet insurance or clinic requirements.
Coordinate patient appointments with specialty providers, ensuring timely access to care.
Serve as the primary contact for referral-related inquiries from patients and provider offices.
Track and follow up on referral statuses until completion or closure.
Processes and validates all incoming online appointments and appointment requests, ensuring accurate scheduling and timely follow-up as needed.
Notify relevant clinic staff of any delays, rescheduling needs, or cancellations.
Verify insurance eligibility and benefits related to referred services.
Obtain prior authorizations for referrals when required.
Document authorization numbers and details in the patient’s chart and practice management system.
Accurately enter referral details into the EMR and practice management systems.
Maintain communication with patients regarding referral status and appointment scheduling.
Collaborate with care team members to ensure all supporting documentation is available.
Maintain confidentiality in accordance with HIPAA guidelines.
Work closely with clinical staff, medical assistants, and front office personnel to coordinate seamless patient care.
Provide feedback to the care team about referral process changes or patient scheduling concerns.
Assists with a provider’s clinic schedule to ensure efficient patient flow and appropriate appointment allocation, including clinic openings, closures, and other schedule adjustments as needed.