Referral Coordinator (Bilingual Spanish Preferred)

VIPcare•TBD, AL

3d•$20 - $25•Onsite

About The Position

The Referral Coordinator facilitates timely and accurate coordination of patient referrals to support continuity of care and a positive patient experience. Depending on location and business needs, the role may manage outbound referrals for multiple VIPcare primary care clinics in a designated geographic area or coordinate inbound referrals for a specialty practice. The coordinator arranges appointments, communicates with patients and healthcare providers, verifies referral requirements, and ensures required medical records and documentation are exchanged and maintained. The role proactively identifies and addresses barriers to scheduling and referral completion while collaborating with internal and external stakeholders to support timely access to care. The position is located in Birmingham, Jefferson County, Alabama. The listed pay range is USD $20.00–$25.00 per hour. The role reports to the Director, Clinic Operations or Regional Practice Manager.

Requirements

High school diploma or equivalent required.
At least 3 years of administrative, scheduling, customer service, or related experience.
Working knowledge of the geographic area served, including local healthcare providers, specialty practices, and available patient care resources, or the ability to develop this knowledge quickly.
Strong critical-thinking and problem-solving skills, including the ability to identify referral barriers and determine appropriate next steps within established procedures.
Excellent organizational and time-management skills; ability to prioritize multiple referrals, manage competing deadlines, and maintain accurate documentation.
Strong written and verbal communication skills for communicating compassionately and effectively with patients, healthcare providers, insurance carriers, and internal team members.
Strong interpersonal and customer-service skills and commitment to a positive patient experience and continuity of care.
Ability to work independently and collaborate effectively with clinic teams, specialty practices, and internal and external stakeholders.
Proficiency in Google Workspace (Drive, Docs, Sheets), including maintaining spreadsheets, navigating operational reports, and tracking referral activity.
Strong attention to detail, follow-through, and accountability for completing tasks accurately and efficiently.
Ability to maintain confidentiality and handle protected health information in accordance with HIPAA and organizational policies.
Appreciation of cultural diversity and sensitivity toward the patient populations served.
Ability to remain stationary, primarily sitting, for extended periods while performing computer-based and administrative work.
Ability to regularly operate a computer, keyboard, mouse, telephone, and other standard office equipment.
Ability to communicate and exchange information with patients, healthcare providers, and team members in person, by telephone, and through electronic communication platforms.
Ability to review electronic medical records, referral documentation, and other detailed information for accuracy and completeness.
Ability to occasionally stand, walk, bend, and reach during routine office or clinic activities.
Positive work ethic and ability to model the organization’s core values and guiding principles.
Ability to contribute ideas and feedback as a team player and meet commitments.
Ability to approach tasks and challenges with energy and passion, pursue goals with focus, and complete work successfully.

Nice To Haves

Healthcare environment experience is preferred but not required.
Prior experience in referral coordination, medical reception, medical assisting, patient scheduling, or other clinic-based administrative functions is preferred but not required.
Familiarity with medical terminology, healthcare operations, insurance verification, referral authorizations, and electronic medical records is preferred but not required.
Experience with eClinicalWorks (eCW) or a comparable electronic medical record system is preferred but not required.
Bilingual Spanish is preferred.

Responsibilities

Coordinate and process inbound and/or outbound patient referrals in accordance with established procedures, ensuring accuracy, timeliness, and appropriate follow-through.
For outbound referrals, review provider orders, contact patients and specialty offices, and assist with scheduling appointments across assigned VIPcare clinics and geographic areas.
For inbound referrals, receive and review referral requests from referring providers, obtain required information, and coordinate patient scheduling within the assigned specialty practice.
Verify patient demographic and insurance information, confirm applicable referral and authorization requirements, and coordinate with insurance carriers or internal teams to resolve outstanding issues.
Communicate referral instructions and appointment details to patients, answer questions, and address scheduling barriers or concerns.
Collaborate with referring and receiving healthcare providers to obtain and exchange clinical documentation, medical records, and other information needed to facilitate care.
Follow up on outstanding referrals, scheduled appointments, and incomplete documentation to support timely completion and continuity of care.
Coordinate retrieval and distribution of consultation notes, test results, and other relevant medical records following completed specialty appointments, as applicable.
Maintain accurate and timely documentation of referral activities, appointment status, patient communications, and related information in the EMR and applicable tracking systems.
Monitor referral work queues, reports, and outstanding tasks to identify delays, discrepancies, or unresolved issues, taking appropriate action or escalating concerns as needed.
Respond to incoming calls, patient inquiries, and healthcare provider requests with professional, responsive, patient-centered service.
Maintain effective working relationships with patients, clinic teams, specialty practices, and other stakeholders.
Follow documentation, privacy, and regulatory requirements, including HIPAA, when handling patient information and coordinating referrals.
Identify recurring referral challenges and recommend workflow, communication, and patient-experience improvements.
Perform additional duties as assigned.