Senior Medical Referral Specialist

heyva medical virtual assistants; Philippines; Remote; PHP 609,000 - 730,000; Full time

Job summary

HeyVA remote role in the Philippines supports a U.S. primary care practice as a Medical Referral Specialist. You will manage outbound referrals and ensure follow‑ups, entry of data into Epic, and coordination with patients, specialists, and insurers.

Requirements include hands‑on Epic referral processing, payer portal experience, and excellent English communication. Eligible candidates operate during California business hours with reliable internet and privacy at home.

Qualifications

• Direct U.S. referral coordination experience for a primary care or multispecialty practice.
• Hands-on Epic experience processing referrals and managing referral queues.
• Experience using payer portals and handling referrals approvals or prior authorizations.
• Fluent and clear written and spoken English.
• Experience handling patient information according to privacy/security requirements.
• Reliable internet and private workspace suitable for patient calls.

Responsibilities

• Review referrals in Epic and identify missing information before submission.
• Assemble referral packets with clinical notes, tests, patient details, and insurance documents.
• Verify insurance eligibility and whether the recipient accepts the patient\'s plan.
• Determine if authorization is required, submit requests, and follow up to a decision.
• Send completed referrals and confirm office acceptance.

Skills

Referral coordination

Epic experience

Payer portals

English fluency

Privacy & security

Remote work setup

Tools

Epic

Job description

Medical Referral Specialist | Epic

Company: HeyVA

Location: Remote, Philippines

Schedule: California business hours, U.S. Pacific Time

Starting Compensation: ₱60,000 per month

Please Read Before Applying

• We are hiring an experienced referral specialist to support a U.S. primary care practice.
• Direct U.S. referral coordination experience and hands‑on Epic experience are required. You should already understand insurance requirements, specialist coordination, and referral follow‑up.
• Scheduling experience alone will not qualify you for this role.

About HeyVA

HeyVA helps U.S. medical practices build experienced remote healthcare teams. We provide support with client workflows and opportunities for strong performers to grow into training and leadership responsibilities.

About the Role

• You will manage outgoing referrals from a primary care physician to outside specialists and facilities.
• Your responsibility continues after submitting the referral. You will confirm acceptance, help the patient get scheduled, resolve administrative barriers, and obtain the specialist's report for the physician.
• After training on the practice's workflows, you will be expected to manage your referral queue independently.

Primary Responsibilities

Referral Processing

• Review orders in Epic and identify missing information before submission.
• Assemble referral packets with the required clinical notes, test results, patient details, and insurance documentation.
• Verify insurance eligibility and confirm the receiving specialist accepts the patient's plan.
• Determine whether referral approval or prior authorization is required, submit requests, and follow up until a decision is received.
• Send completed referral packets and confirm the receiving office has accepted them.

Patient Coordination and Follow‑Up

• Help patients schedule appointments and explain any outstanding administrative requirements.
• Resolve delays with patients, specialist offices, and insurers.
• Track pending, rejected, and unscheduled referrals with a documented next action and follow‑up date.
• Escalate urgent orders, clinical questions, and barriers requiring provider intervention to clinic staff.
• Obtain consultation reports and route them to the referring physician for review.

Epic Documentation

• Maintain accurate referral statuses and document calls, authorization details, unresolved issues, and next steps.
• Work assigned referral queues and prioritize follow‑up according to clinic instructions.
• Flag recurring problems that prevent referrals from moving forward.

Required Experience and Qualifications

• Direct experience managing external referrals for a U.S. primary care or multispecialty practice.
• Hands‑on Epic experience processing referrals, working referral queues, and documenting follow‑up.
• Experience using payer portals and handling referral approvals or prior authorizations.
• Experience communicating directly with U.S. patients, specialist offices, and insurers.
• Fluent and clear spoken and written English.
• Experience handling patient information according to clinic privacy and security requirements.
• Reliable internet and a private workspace suitable for patient calls.
• Consistent availability during California business hours.

Preferred Experience

• Managing a high‑volume referral queue with minimal supervision.
• Tracking referrals through completed appointments and receipt of consultation reports.

What Success Looks Like

Every pending referral has a clear status, next action, and follow‑up date. Missing information is addressed promptly, patients receive help with scheduling barriers, and urgent cases reach clinical staff without delay. A referral is followed through to the practice's completion criteria, including obtaining the specialist's report when required.

Compensation and Growth

Starting compensation is ₱60,000 per month. We believe in mentorship and growth. Strong performance may lead to increased compensation and additional responsibilities, including training or team leadership.