Referral Coordinator-Inbound

SOUTHERN SPORTS MEDICINE PARTNERS LLC•Asheville, NC

3d•Onsite

About The Position

PartnerCare, an affiliate of Comprehensive Pain Consultants, is seeking a compassionate Referral Coordinator-Inbound to support its Asheville, North Carolina team. The role reviews and processes incoming referrals from external providers, primarily for new patients and occasionally for existing patients, helping ensure timely access to care. The coordinator works with referring offices, clinical teams, and patients to verify information, obtain past medical records and imaging, create patient charts, and schedule appointments. The position also supports patients throughout the scheduling process by sharing appointment details and pre-visit instructions, answering questions, and coordinating services and logistics. The successful candidate provides a thoughtful patient experience, works collaboratively, welcomes feedback, and demonstrates compassion, accountability, respect, and excellence. The practice provides comprehensive pain management care through interventional pain specialists and is committed to helping patients improve their quality of life.

Requirements

High school diploma or equivalent.
1–2 years of experience in a healthcare referral, scheduling, or front office coordination role; the employer prefers at least two years but is willing to train newer teammates with the right focus on patient care, service, and teamwork.
Working knowledge of insurance requirements and prior authorization protocols.
Strong communication, customer service, and organizational skills.
Ability to multitask while maintaining accuracy and attention to detail.
A collaborative, kind, friendly, compassionate approach and openness to feedback.

Nice To Haves

Associate degree or healthcare training.
Experience with electronic medical records; eClinicalWorks (eCW) is preferred.

Responsibilities

Receive and process inbound referrals from external providers through eFax, EMR, phone, email, or third-party platforms.
Review referral documents for completeness and accuracy, including diagnosis, insurance, and provider information.
Enter referral information into the EMR, create patient charts, and promptly contact patients to schedule appointments.
Monitor open referrals and make repeated phone and text contact attempts over several days until patients are scheduled.
Track reasons referrals are not scheduled in the EMR and update referring provider partners.
Handle calls from referral sources, referred new patients, and self-referrals to coordinate scheduling.
Screen self-referrals using patient criteria and defined screening scripts, including questions about conditions and past treatment history.
Inform patients of appointment details, pre-visit instructions, and next steps.
Guide patients in navigating referred services, such as imaging centers and specialists.
Answer patient questions and coordinate logistics to minimize delays.
Coordinate referral handoffs with external offices and provider groups.
Work with clinical teams to confirm referral order accuracy and urgency.
Escalate issues or delays to appropriate clinical or administrative staff.