Manager - Centralized Referrals

Schweiger Dermatology Group; Oregon; Hybrid; USD 70,000 - 82,000; Full time

Benefits offered by this job

Medical benefits

HSA/FSA

Dental & Vision

401K after 30 days

Disability insurance

Transit benefits

Birthday holiday

Job summary

Schweiger Dermatology Group is seeking a leader to build and manage Schweiger’s Centralized Referral Team. You’ll oversee one number, one fax and one inbox, coordinating with in-house and outsourced agents and leveraging AI for intake and outreach to ensure every referred patient is booked and the referring practice is updated within a business day.

This primarily remote role requires 3+ years in a high-volume healthcare setting, experience with referrals and EHR systems, and a focus on process

Qualifications

• 3+ years leading a team in patient access or referral management.
• Experience managing outsourced or offshore staff alongside in-house employees.
• Working knowledge of referrals, authorizations, insurance basics and EHR/practice management systems (ModMed a plus).
• You run your team on metrics: you set targets, check them weekly and act on what they show.

Responsibilities

• Lead centralized referral team and coordinate across departments.
• Oversee CRM implementation and data tracking for referrals.
• Manage in-house and outsourced staff; set daily goals and ensure quality.
• Collaborate with Patient Support Center and Revenue Cycle to streamline referrals.
• Drive automation integration with Parakeet and monitor performance.

Skills

Team leadership

Referral management

EHR/PM systems

CRM tools

HIPAA compliance

OSHA compliance

Process improvement

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. To learn more, click here.

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:

Build and lead Schweiger’s new Centralized Referral Team. Every outside doctor who wants to send us a patient will have one number, one fax and one inbox. You’ll lead a team of in-house and outsourced agents working alongside AI that handles fax intake and first outreach. The goal is simple: every referred patient gets booked, and every referring practice hears back from us within a business day. We want someone who can launch something new and run it well every day.

Job Responsibilities:

• Receive the referral, reach the patient and book them with the referral attached to the visit, confirm to the referring practice that their patient is booked, let our provider know where the patient came from, send visit notes back after the appointment, and send pathology results back the moment they come in. Every step tracked. That tracking is the point of the department.
• The team. Lead five agents at launch, a mix of in-house staff and an outsourced partner. Hire, train, coach and set daily goals. Keep quality and tone consistent across both groups, and plan for the team to shrink as automation grows.
• People and automation together. Work with Parakeet to decide what automation handles and what comes to the team. Watch its completion rates closely, push for more where it’s working, and catch it quickly when it isn’t.
• What gets worked first. At launch, there will be more referrals than the team can handle. Set clear rules for what gets worked first and adjust them as the data comes in.
• The system. Help stand up the CRM that tracks every referral, contact attempt, booking and close-out. Make sure it gives us data we’ve never had: who refers to us, how much, and what turns into a visit.
• Referring-practice relationships. Be the person our top referrers know. Handle escalations, spot practices whose volume is falling, and make us the easiest specialty group in the market to send patients to.
• Working across the company. Work with the Patient Support Center, revenue cycle, clinic operations, Integration and Training, and our providers. Route faxes that aren’t referrals, like records requests, prior authorizations and labs, to the right owner.
• Other duties as assigned by supervisor on an as needed basis.

Qualifications:

• 3+ years leading a team in patient access, referral management, scheduling or a similar high-volume healthcare operation. Experience managing outsourced or offshore staff alongside in-house employees.
• Working knowledge of referrals, authorizations, insurance basics and EHR/practice management systems (ModMed a plus).
• Comfort with CRMs, workflow tools and automation. You don’t need to be technical, but you should pick up new tools quickly.
• You run your team on metrics: you set targets, check them weekly and act on what they show.
• You’ve launched or rebuilt a process and made it stick.
• 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: $70,000-$82,000

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.