Referral Coordinator

Plum Dental Group•Plum Dental - Rhode Island, RI

20d

About The Position

The Referral Coordinator manages incoming specialty referrals from outside dental providers to Plum Dental specialists, including Oral Surgery, Endodontics, Periodontics, Orthodontics, Prosthodontics, and Pediatric Dentistry. As the primary contact for referred patients and referring offices, the coordinator reviews referral information, arranges appointments with the appropriate specialist and location, and keeps providers informed about patient status and treatment. The role supports specialty patient volume, referral completion, and strong relationships with outside practices. The coordinator also supports patient registration and communication, insurance eligibility checks, referral documentation, and coordination among patients, referring offices, and Plum Dental specialty offices. The position tracks referral progress and performance, helps identify barriers to care, and contributes to initiatives that improve referral conversion and access to specialty treatment.

Requirements

Strong organizational skills, attention to detail, and follow-through.
Excellent verbal and written communication skills.
Exceptional customer service and problem-solving abilities.
Ability to coordinate care across multiple office locations and departments.
Strong computer skills and ability to maintain accurate patient documentation.
Proficiency with dental practice management software; CareStack is preferred.

Nice To Haves

Two or more years of experience in a dental, healthcare, or patient coordination role.
Previous experience coordinating referrals, scheduling, or patient outreach.
Experience with CareStack.

Responsibilities

Monitor incoming specialty referrals received by email, phone, or online form.
Review referrals for completeness and flag urgent cases for priority scheduling.
Contact referred patients to schedule appointments and encourage timely follow-through.
Ensure referral documentation is uploaded into CareStack before consultation visits.
Coordinate scheduling between referring offices and Plum specialty offices to match patients with the appropriate specialist and location.
Follow up with patients who have not scheduled or completed specialty appointments.
Maintain accurate referral records and appointment status, and document outreach and scheduling activity in company systems.
Serve as the primary point of contact for referred patients throughout the referral process.
Complete new patient registration and collect medical history and intake forms before the first visit.
Verify insurance eligibility and whether Plum Dental is in-network for the patient's plan.
Provide appointment details, location information, and instructions; answer questions about referral status, scheduling, insurance, and next steps.
Help identify and resolve barriers to completing recommended specialty treatment and deliver professional, compassionate customer service.
Request clinical notes, radiographs, and supporting documentation from referring offices when referrals are incomplete.
Send consultation notes, treatment plans, and completion reports to referring providers.
Keep referring offices updated on patient scheduling and treatment status, build relationships, and support outreach efforts to grow referrals.
Assist in resolving insurance or scheduling issues that may delay care.
Use the referral tracker to monitor status and prioritize outreach; update progress from Not Seen to Scheduled to Converted.
Track referral volume by referring office and specialty, identify trends affecting appointment completion, and share performance updates and improvement opportunities with Specialty Operations.
Support initiatives to improve referral conversion rates and patient access to specialty care.
Perform other duties as assigned.