Centralized Referrals Coordinator

Schweiger; Town of Hastings (NY); Remote; USD 29,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

HSA / FSA

401K after 30 days

Short Term Disability

Pre-tax transit savings

Birthday personal holiday

Job summary

Schweiger is a leading dermatology practice with 580+ providers and 170+ offices nationwide, offering medical, cosmetic, and surgical dermatology services. We seek a Centralized Referral Coordinator to streamline referrals into one queue across Schweiger locations and ensure fast, accurate scheduling.

The role manages referrals from intake to booked appointment, works with insurance to resolve issues, and collaborates with office managers and clinical staff to optimize capacity.

Qualifications

• High school diploma or equivalent required; associate's degree preferred.
• 2+ years in medical scheduling, patient access, referral coordination or a similar healthcare role.
• Working knowledge of insurance verification, prior authorizations and medical terminology.
• Experience with an EHR or practice management system; ModMed experience is a plus.
• Strong phone presence and a patient-first approach.
• Highly organized and able to manage a large queue without dropping follow-ups.
• Comfortable working against defined metrics and turnaround times.
• Bilingual (English/Spanish) preferred.
• Working knowledge of HIPAA & OSHA compliance.

Responsibilities

• Watch and work the central referral queue every day, aiming to reach new referrals within one business day.
• Review each referral for completeness: demographics, insurance, diagnosis or reason for referral, urgency and required clinical documents.
• Check insurance eligibility and flag any authorization or plan problems before booking.
• Contact patients by phone and text to schedule, following up on a set schedule until the referral is booked or closed.
• Match each patient to the right provider, specialty, location and appointment type, based on clinical need, urgency and availability.
• Fast-track urgent referrals under established protocols.
• Confirm scheduling, or report when a patient couldn't be reached, to the referring provider's office.
• Keep accurate, real-time referral status in ModMed and related tracking tools.
• Track and report key measures: referral volume, time to first contact, time to booking, conversion rate and reasons referrals are lost.
• Work with office managers, the Patient Support Center and clinical staff to resolve scheduling conflicts and capacity gaps.
• Spot recurring problems and raise them to leadership.

Skills

Medical scheduling

Insurance verification

Prior authorizations

Medical terminology

EHR / practice management

Phone communication

Organization

Bilingual English/Spanish

HIPAA compliance

Education

High school diploma or equivalent

Associate's degree preferred

Tools

ModMed

Job description

Schweiger is one of the leading dermatology practices in the country with over 580+ healthcare providers and over 170+ offices in New York, New Jersey, Pennsylvania, Connecticut, Florida, Illinois, Missouri, Minnesota, and California. Schweiger provides medical, cosmetic, and surgical dermatology and allergy services with over 2.5 million patient visits annually.

Our mission is to create the Ultimate Patient Experience and a great working environment for our providers, support staff and all team members.

Schweiger has been included in the Inc. 5000 Fastest Growing Private Companies in America list for seven consecutive years. Schweiger has also received Great Place to Work certification.

Schweiger's Ultimate Employee Experience

• Positive work environment with the tools you need to do your job and grow
• Full time employees (30+ hours per week) are eligible for:
  • Medical (Virtual Care included), HSA/FSA, Dental, Vision on 1st of the month after hire date
  • 401K after 30 days of employment
  • Company Sponsored Short Term Disability (Only applicable for non-California employee)
  • Pre-tax savings available for public transit commuters
  • Your birthday is an additional personal holiday
• Part-time employees (less than 30 hours) are eligible for:
  • Dental and Vision on 1st of the month after date of hire
  • 401K after 30 days of employment
• Employee discounts on Schweiger skin care products & cosmetic services

Job Summary

The Centralized Referral Coordinator takes in referrals from outside providers for all Schweiger locations and turns them into booked appointments. The role works the referral queue from start to finish: checking that each referral is complete, contacting the patient, scheduling them with the right provider and location, and closing the loop with the referring office. Success means referrals get booked quickly and none get lost.

The Centralized Referral Coordinator owns the referral-to-appointment process for the Schweiger network. Today, each office handles referrals on its own and results vary. This role moves the work into one queue, with one standard and clear accountability.

Job Responsibilities

• Watch and work the central referral queue (fax, e-referral and portal) every day, aiming to reach new referrals within one business day
• Review each referral for completeness: demographics, insurance, diagnosis or reason for referral, urgency and required clinical documents
• Check insurance eligibility and flag any authorization or plan problems before booking
• Contact patients by phone and text to schedule, following up on a set schedule until the referral is booked or closed
• Match each patient to the right provider, specialty, location and appointment type, based on clinical need, urgency and availability
• Fast-track urgent referrals, such as suspected skin cancer or post-biopsy follow-up, under established protocols
• Confirm scheduling, or report when a patient couldn't be reached, to the referring provider's office
• Keep accurate, real-time referral status in ModMed and related tracking tools
• Track and report key measures: referral volume, time to first contact, time to booking, conversion rate and reasons referrals are lost
• Work with office managers, the Patient Support Center and clinical staff to resolve scheduling conflicts and capacity gaps
• Spot recurring problems, such as incomplete referrals from certain sources or capacity shortfalls at certain locations, and raise them
• Other duties as assigned by supervisor on an as needed basis.

Qualifications

• High school diploma or equivalent required; associate's degree preferred
• 2+ years in medical scheduling, patient access, referral coordination or a similar healthcare role
• Working knowledge of insurance verification, prior authorizations and medical terminology
• Experience with an EHR or practice management system; ModMed experience is a plus
• Strong phone presence and a patient-first approach
• Highly organized and able to manage a large queue without dropping follow-ups
• Comfortable working against defined metrics and turnaround times
• Bilingual (English/Spanish) preferred
• Working knowledge of HIPAA & OSHA compliance

Travel

While primarily a remote position, there could be events or business needs that require employee to attend in-person team meetings.

Compensation Range: $21.00-$25.00/hr.

This remote position is open to candidates located in the following states: New York, New Jersey, Pennsylvania, Connecticut, Florida, Illinois, Missouri, Minnesota, and California.

Schweiger, is an equal opportunity employer and does not discriminate in its hiring process with applicants, whether internal or external, because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, gender identity, disability, genetic information, veteran status, military status, application for military service or any other class per local, state or federal law.

Schweiger does not require vaccination for COVID-19 in order to be considered for employment; however, some state guidelines may require that we keep record of your vaccination status on file.