Referral Coordinator

FORTE' SPORTS MEDICINE & ORTHOPEDICS•Carmel, IN

4d•Hybrid

About The Position

Forté Sports Medicine and Orthopedics is seeking a full-time, customer-focused, dependable, and detail-oriented Referral & Scheduling Associate for its Patient Access Scheduling team. The role coordinates patient access from receiving and processing referrals through triaging patient needs and scheduling appointments with orthopedic physicians and Advanced Practice Providers across multiple clinic locations. It requires strong communication and organizational skills, comfort in a fast-paced healthcare environment, and a commitment to an excellent patient experience. The associate coordinates communication among patients, referring providers, and internal teams, while applying physician-specific scheduling preferences, referral requirements, insurance policies, and practice protocols. The position requires independence, accountability, time management, and effective collaboration. Occasional travel to Forté locations in Central Indiana, primarily Carmel and Greenwood, may be needed for training and staff meetings; mileage reimbursement is provided according to company policy. The role is remote/hybrid, candidates must be local to Carmel or Greenwood, Indiana, and all initial training is in person.

Requirements

High school diploma or equivalent.
Outstanding customer service, strong attention to detail, and excellent organizational skills.
Strong verbal and written communication skills.
Ability to gather and interpret information to assess patient needs and follow established triage protocols.
Analytical, critical-thinking, and problem-solving abilities.
Knowledge of healthcare insurance policies, benefits, referral requirements, and processes.
Accuracy when reviewing referrals, medical documentation, and patient accounts.
Computer proficiency and ability to learn and navigate electronic medical record and practice management systems.
Ability to prioritize competing responsibilities and manage multiple tasks in a fast-paced environment.
Ability to work independently and collaborate effectively with cross-functional teams.
Dependability, accountability, adaptability, professionalism, and commitment to an exceptional patient experience.
Ability to work Monday through Friday between 8:00 a.m. and 5:00 p.m.
Must be local to Carmel or Greenwood, Indiana; initial training is conducted in person.

Nice To Haves

Degree in a healthcare-related field or Athletic Training Certification.
At least three years of work experience in a healthcare setting.
Knowledge of orthopedic medical terminology.
Previous experience with patient scheduling, referral coordination, insurance verification, or medical office operations.

Responsibilities

Answer and screen inbound calls from the scheduling queue, take detailed messages, and provide clear and accurate information verbally and in writing.
Receive, review, and process referrals from primary care physicians and other external providers through electronic systems and other communication channels.
Gather patient information, assess reported conditions, triage potential injuries or illnesses, and identify appropriate scheduling pathways using established protocols.
Schedule patient appointments in the NextGen Electronic Medical Record (EMR), considering physician preferences, subspecialty requirements, urgency, and provider availability across locations.
Communicate appointment details and scheduling changes to patients promptly and professionally.
Maintain accurate physician schedules by coordinating appropriate adjustments with clinical teams and leadership.
Follow physician-specific scheduling preferences, protocols, and processes.
Coordinate collection and availability of medical records, imaging, and other documentation needed for patient visits.
Follow insurance policies, benefits, authorization requirements, and referral requirements accurately.
Enter, review, and maintain patient demographic, referral, and medical information in EMR and practice management systems, ensuring completeness and adherence to data-entry protocols.
Communicate with patients, referring providers, specialists, and healthcare team members to facilitate coordination of care.
Maintain positive working relationships with physicians, providers, management, internal departments, and external business partners, demonstrating professionalism and customer service.
Maintain current knowledge of practice policies, procedures, provider protocols, and operational workflows.
Perform additional duties as assigned to support departmental and organizational needs.