New Patient Referral Coordinator

NORTH AMERICAN DENTAL SLEEP MANAGEMENT LLC; Austin (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

North American Dental Sleep Management (NADSM) in Texas seeks a New Patient Referral Coordinator to manage incoming referrals and guide patients through initial sleep apnea diagnostics. You will be the primary contact from referral receipt through scheduling and study completion, ensuring a smooth onboarding experience.

In this full-time, in-office role at Cedar Park, South Austin, or Central Austin, you will handle calls, insurance verification, scheduling for sleep studies and oral appliance

Qualifications

• Experience in medical office coordination is preferred.
• Familiarity with medical terminology, sleep disorders, OSA is a plus.
• Excellent verbal and written communication skills.

Responsibilities

• Enter and process new referrals from healthcare providers for sleep studies and oral appliance therapy.
• Coordinate home sleep testing and efficacy sleep studies with providers.
• Schedule diagnostic testing and follow-up consultations with patients and providers.
• Verify insurance, pre-authorization, and necessary documentation for referrals.
• Maintain accurate records of referrals, scheduling, and communications.

Skills

Customer service

Communication

Organization

Multitasking

Scheduling coordination

HIPAA compliance

Education

High school diploma

Associate/Bachelor’s preferred

Tools

Microsoft Office

Medical scheduling software

Job description

Description

The New Patient Referral Coordinator is responsible for managing incoming patient referrals and guiding patients through the initial stages of the sleep apnea diagnostic process. This role serves as a key point of contact for new patients, ensuring a seamless experience from referral receipt through sleep study completion and consultation scheduling.

Responsibilities include processing referrals, coordinating home sleep testing and efficacy sleep studies, communicating with patients regarding next steps, and following up after sleep studies to schedule provider consultations. The New Patient Coordinator also manages inbound calls and assists patients, providers, and referral sources with questions related to sleep study services.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced healthcare environment. Strong communication skills and a commitment to providing exceptional patient service are essential for success in this role.

Referral Management:

• Enter and process new incoming referrals from healthcare providers for sleep studies and oral appliance therapy.
• Verify referral details and ensure that all necessary documentation is complete.
• Call providers or patients when additional information is needed to process a referral.

Patient Coordination for Diagnosis:

• Contact patients referred for sleep studies or oral appliance therapy to schedule diagnostic or treatment appointments.
• Provide patients with instructions for preparing for their sleep studies or oral appliance procedures.
• Assist patients with insurance verification, pre-authorization, and scheduling of necessary diagnostic testing.
• Ensure patients are properly informed about the process and next steps for diagnosing and treating obstructive sleep apnea (OSA).

Efficacy Sleep Study Referrals:

• Review referrals for efficacy sleep studies (e.g., CPAP titration studies) and send them to the appropriate sleep study providers.
• Confirm necessary documentation is included with referrals for efficacy studies.
• Work with providers to schedule efficacy studies and ensure they are completed promptly.

Oral Appliance Therapy Coordination:

• Assist with the scheduling and follow-up of patients receiving oral appliance therapy for OSA.
• Ensure proper documentation, instructions, and communication between the provider, lab, and patient.
• Track patient progress and outcomes related to oral appliance therapy.

Follow-Up with Patients:

• Follow up with patients after their sleep study or oral appliance initiation to ensure consultations with the appropriate healthcare provider are scheduled.
• Ensure that results and documentation from sleep studies and oral appliance evaluations are forwarded to the consulting physician in a timely manner.
• Track and monitor patient progress through the consultation and treatment process.

Phone Support and Assistance:

• Answer incoming calls and assist patients or providers with any questions regarding sleep study or oral appliance referrals, scheduling, and follow-up.
• Provide guidance to patients seeking information on sleep studies, oral appliance therapy, and OSA diagnosis.
• Address concerns or issues patients may have throughout the referral and scheduling process.

Documentation and Reporting:

• Maintain accurate and up-to-date records of all patient interactions, referrals, oral appliance procedures, and follow-up activities.
• Document referral status, consultation appointments, and any patient concerns or needs.
• Prepare and generate reports related to patient progress, referral status, oral appliance follow-ups, and sleep study scheduling.

Requirements

• High school diploma or equivalent (Associate’s or Bachelor’s degree in a related field preferred).
• Previous experience in medical office coordination, patient scheduling, or healthcare administration is preferred.
• Familiarity with medical terminology, particularly sleep disorders, OSA, and oral appliance therapy, is a plus.
• Excellent verbal and written communication skills, with the ability to engage effectively with patients, providers, and other healthcare professionals.
• Strong organizational and time-management skills, able to handle multiple tasks simultaneously in a fast-paced environment.
• Proficiency in Microsoft Office and medical scheduling software.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Full-time Monday- Friday in office at our Cedar Park, South Austin or Central Austin office
• Travel between office locations may be required based on staffing and operational needs

Skills & Attributes:

• Strong customer service skills with a compassionate and patient-centered approach.
• Detail-oriented with a commitment to accuracy in data entry and documentation.
• Ability to work independently and as part of a team.
• Problem-solving skills and the ability to manage complex or urgent situations efficiently.
• Ability to adapt to changing priorities and work under pressure.

North American Dental Sleep Management (NADSM) is an administrative and management services organization dedicated to supporting a growing network of Dental and Sleep Medicine PLLCs across the country. We partner with dental and sleep medicine providers to deliver the operational infrastructure, administrative expertise, and management support they need to focus on what matters most — providing exceptional patient care.

Our team works behind the scenes to ensure the practices we support run efficiently and effectively, handling the complexities of day-to-day operations so that clinicians can dedicate their time and energy to their patients. NADSM serves as the backbone of a dynamic and expanding group of practices at the intersection of two rapidly growing fields — dental care and sleep medicine.

At NADSM, we are building something meaningful. We believe that when the right administrative and operational support is in place, providers can do their best work and patients experience better outcomes. If you are someone who thrives in a fast-paced, collaborative environment and wants to be part of a company that is growing with purpose, we would love to have you on our team.