Medical Front Office and Referral Coordinator

Medical Specialists Associated; Dallas (TX); On-site; USD 24,796 - 27,552; Full time

Job summary

Medical Specialists Associated in Dallas, TX, is seeking a Check-Out / Referral Coordinator. This role is responsible for ensuring smooth check-out processes for patients after visits and coordinating referrals and follow-ups. Candidates must have a high school diploma, medical office experience, and strong communication skills.

The position involves scheduling appointments, interacting with insurance companies, and maintaining patient confidentiality. The ideal individual will excel in customer service and possess knowledge of medical procedures.

Qualifications

• High school diploma or GED is required.
• Medical office certification or related healthcare training is preferred.
• Minimum 1 year of experience in a medical office is preferred.

Responsibilities

• Greet patients in a professional and courteous manner.
• Schedule follow-up appointments per provider recommendations.
• Process referrals to specialists and ensure documentation is accurate.

Skills

Knowledge of medical terminology

Excellent communication

Strong organizational skills

Customer service skills

Ability to work independently

Education

High school diploma or GED

Medical office certification

Tools

EHR/EMR systems

Microsoft Office

Scheduling software

Job description

Job Details

Job Location: 10670 N CENTRAL EXPY SUITE 120 - DALLAS, TX 75231

Salary Range: $18.00 - $20.00 Hourly

Position Summary

The Check-Out / Referral Coordinator is responsible for ensuring patients complete the check-out process efficiently after their visit and coordinating specialty referrals, diagnostic testing, and follow-up appointments as ordered by providers. This position serves as a liaison between patients, providers, specialists, insurance companies, and diagnostic facilities to ensure continuity of care and excellent customer service.

Essential Duties and Responsibilities

Patient Check-Out

• Greet patients in a professional and courteous manner at the conclusion of their visit.
• Schedule follow-up appointments according to provider recommendations.
• Review provider orders and ensure all follow-up care is arranged.
• Collect copayments, balances, and other patient financial responsibilities.
• Verify patient demographic and insurance information as well as PCP information.
• Provide patients with visit summaries, instructions, and educational materials as directed.
• Answer patient questions regarding scheduling, referrals, and next steps in care.

Referral Coordination

• Process referrals to specialists, imaging centers, laboratories, and other healthcare providers.
• Obtain and track insurance authorizations and referrals when required.
• Communicate referral information to patients and receiving providers.
• Ensure referral documentation, medical records, and test results are transmitted accurately and timely.
• Monitor referral status and follow up on pending appointments or authorizations.
• Document referral activities within the electronic health record (EHR).
• Maintain referral logs and ensure completion of ordered services.

Insurance and Authorization Management

• Verify insurance requirements for referrals and prior authorizations.
• Obtain and document authorization numbers and approval dates.
• Coordinate with insurance companies regarding referral and authorization issues.
• Notify providers and patients of authorization denials or delays.

Administrative Duties

• Answer incoming phone calls related to scheduling and referrals.
• Assist patients with appointment rescheduling and cancellation requests.
• Maintain confidentiality in accordance with HIPAA regulations.
• Scan, upload, and manage patient documents within the EHR.
• Participate in quality improvement initiatives and workflow enhancements.

Qualifications

Education

• High school diploma or GED required.
• Medical office certification or related healthcare training preferred.

Experience

• Minimum 1 year of experience in a medical office, internal medicine, family practice, or specialty clinic preferred.
• Experience with referrals, insurance verification, and prior authorizations preferred.
• Familiarity with electronic health records (EHR/EMR) systems. Eclinicalworks preferred.

Knowledge, Skills, and Abilities

• Knowledge of medical terminology and healthcare office procedures.
• Understanding of insurance plans, referral requirements, and prior authorizations.
• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficiency with computers, scheduling software, and Microsoft Office applications.
• Attention to detail and accuracy.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Frequent use of computers, telephones, and office equipment.
• Ability to lift up to 20 pounds occasionally.

Performance Expectations

• Timely processing of referrals and authorizations.
• Accurate scheduling of follow-up appointments.
• High level of patient satisfaction and customer service.
• Compliance with HIPAA and office policies.
• Effective communication with patients, providers, specialists, and insurance companies.

This role is critical in ensuring patients receive timely follow-up care, specialty services, and diagnostic testing while maintaining smooth front-office operations in an internal medicine practice.