Referral Coordinator

Brandeis University • Waltham, MA

84d

About The Position

Brandeis University, a world-renowned research university committed to academic excellence and social justice, invites applications for the position of Referral Coordinator. This is a key role in managing the end-to-end referral process and ensuring timely, seamless, and well-documented patient care for our student health center.

Requirements

• Minimum of an Associate degree highly preferred, Bachelor's degree in administration/business or other similar fields preferred.
• 1-3 years related work experience.
• Strong organizational, communication skills and excellent interpersonal skills a must.
• Requires strong problem solving and customer relations skills and the ability to work independently at times.
• Ability to comprehend and communicate complex information in both verbal and written English.
• Competence with Google suite, and Microsoft Office required.
• Competence in Canva or other design tools a plus as well as competence with an Electronic Health Record.

Nice To Haves

• Experience in a college health promotion, education, student affairs, or front office is a plus.

Responsibilities

• Manage the full referral lifecycle: Efficiently process and track patient referrals from initial request to completion, ensuring timely appointments and follow-up.
• Coordinate with external providers by sending complete referral packets to specialists, including relevant clinical information, to prevent delays in care.
• Contact insurance carriers to verify patient eligibility, obtain prior authorizations, and ensure all requirements are met for specialized care.
• Inform patients about their referral status, scheduled appointments, and any necessary preparations.
• Address patient questions and concerns throughout the process.
• Track outstanding referrals by contacting patients and external providers to confirm appointment completion and request reports as needed.
• Obtain consultation reports, results, and images from external providers and ensure they are accurately uploaded into the patient's EMR for review by the referring provider.
• Systematically pursue missing or incomplete specialist reports and document all efforts in the patient's chart.
• Serve as a back up to the front office staff during high-traffic times, staff shortages, or to manage overflow tasks such as answering phones, checking in patients as well as assisting with the health information review process.
• Keep an updated log or work queue of all external referrals, their statuses, and associated documentation.
• Investigate and resolve complex referral issues, including insurance denials, appointment conflicts, and barriers to patient access.
• Track and report on referral data, including the percentage of closed loops, to help improve clinical and operational performance.
• Assist with processing claims for ambulatory health, psychiatric, and counseling services through the practice management system and submission to the clearinghouse in a timely manner.
• Review claims for coding accuracy and insurance requirements, returning claims needing correction to clinicians.
• Assist with insurance data corrections and communicate diagnosis update needs based on denied claims.
• Process payments, charge adjustments, and refunds in the practice management system; coordinate with Accounts Payable for posting of paper checks.
• Prepare and distribute regular outcome reports; serve as the site contact for clearinghouse communications while staying current on insurer claim submission requirements.

What This Job Offers

• Industry: Educational Services
• Education Level: Associate degree