New Patient Referral Coordinator

Carti,-Inc.-1; Little Rock (AR); On-site; USD 25,000 - 33,000; Full time

Job summary

Carti, Inc. is seeking a New Patient Referral Coordinator to organize and schedule initial radiation oncology consultations, ensuring all required clinical documentation is complete before the first visit.

This role acts as the primary liaison between referring providers, clinical staff, patient services, physician liaisons, and patients throughout intake and pre-consultation. The ideal candidate has a high school diploma (Bachelor's preferred, health information management or related field),

Qualifications

• High School Diploma or equivalent required
• Bachelor's degree in health information management, medical office administration, or related field preferred

Responsibilities

• Schedule initial radiation oncology consultation appointments in coordination with physicians, clinical staff and referring providers.
• Monitor, organize and route incoming referrals across all intake queues, including email and eFax, ensuring each referral is triaged promptly.
• Obtain and upload medical records, including imaging studies, pathology reports, and relevant medical records from referring providers, hospitals, and outside facilities in advance of scheduled consultations.
• Review patient charts prior to each consultation to confirm that all appropriate diagnostic tests and procedures, including imaging studies, biopsies, laboratory work, and staging workups, have been identified and, where applicable, completed.
• Identify missing or incomplete documentation/records and follow up with referring offices or ancillary departments to obtain outstanding records.
• Maintain consistent communication and follow-up with patients, referring providers and clinical teams throughout the pre-consultation process, providing appointment details, preparation instructions, and updates needed to support timely access of care.
• Partner with pre-certification staff to confirm that consultation scheduling aligns with applicable authorization requirements.
• Partner with Patient Services team to coordinate scheduling needs, including patient re-evaluations, and to gather medical records for in-clinic needs as needed.
• Maintain accurate, complete and well-organized records within the electronic health record system in compliance with departmental and regulatory documentation standards.
• Notify radiation oncologists and clinical staff of any gaps in documentation or medical records prior to the scheduled consultation.
• Perform other related duties as assigned by the department supervisor.

Skills

Scheduling coordination

Communication

Attention to detail

Confidentiality

Critical thinking

Multitasking

Independent work

Education

High School Diploma

Bachelor's degree preferred

Tools

Electronic Health Records (EHR)

Scheduling software

Referral management systems

eFax / incoming referrals

Job description

• Location 10411 West Markham Street,Cone Building 2,Little Rock, AR, 72205,United States
• Job Category Patient Services
• Employee Type Non Exempt Full Time

The New Patient Referral Coordinator is responsible for coordinating and scheduling initial radiation oncology new patient appointments and ensuring all clinical documentation required for the consultation is complete and accurate prior to the patient’s appointment. This position serves as the primary point of coordination between referring providers, clinical staff, patient services, physician liaisons, and patients during the intake and pre-consultation process. The coordinator ensures all clinical documentation, diagnostic imaging, pathology, lab results, and/or relevant medical records are obtained, reviewed for completeness and are available prior to the patient’s first visit.

SPECIFIC JOB DUTIES AND RESPONSIBILITIES:

• Schedule initial radiation oncology consultation appointments in coordination with physicians, clinical staff and referring providers.
• Monitor, organize and route incoming referrals across all intake queues, including email and eFax, ensuring each referral is triaged promptly, and the queue status is updated accordingly.
• Obtain and upload medical records, including imaging studies, pathology reports, and relevant medical records from referring providers, hospitals, and outside facilities in advance of scheduled consultations.
• Review patient charts prior to each consultation to confirm that all appropriate diagnostic tests and procedures, including imaging studies, biopsies, laboratory work, and staging workups, have been identified and, where applicable, completed.
• Identify missing or incomplete documentation/records and follow up with referring offices or ancillary departments to obtain outstanding records.
• Maintain consistent communication and follow-up with patients, referring providers and clinical teams throughout the pre-consultation process, providing appointment details, preparation instructions, and updates needed to support timely access of care.
• Partner with pre-certification staff to confirm that consultation scheduling aligns with applicable authorization requirements.
• Partner with Patient Services team to coordinate scheduling needs, including patient re-evaluations, and to gather medical records for in-clinic needs as needed.
• Maintain accurate, complete and well-organized records within the electronic health record system in compliance with departmental and regulatory documentation standards.
• Notify radiation oncologists and clinical staff of any gaps in documentation or medical records prior to the scheduled consultation.
• Perform other related duties as assigned by the department supervisor.

EDUCATION, CERTIFICATION, LICENSURE, REGISTRATION:

• High School Diploma or equivalent required
• Bachelor's degree in health information management, medical office administration, or related field preferred.

EXPERIENCE, KNOWLEDGE, SKILLS and ABILITIES:

• Five years prior experience in a radiation oncology, oncology, or other clinical scheduling environment required.
• Experience working with electronic health record systems and scheduling software required.
• Experience working with referral management systems or centralized intake queues preferred.
• Prior experience in a high-volume, multi-provider coordination role preferred
• Working knowledge of medical terminology, particularly as it relates to oncology and diagnostic imaging.
• Strong attention to detail and organizational skills.
• Ability to manage and process a significant volume of patient medical records.
• Strong documentation skills, with the ability to review clinical records for completeness and accuracy and identify any gaps that could impact scheduling readiness.
• Effective written and verbal communication skills for interaction with physicians, clinical staff, referring providers and patients.
• Critical thinking skills to assess incomplete or complex cases and determine appropriate next steps for resolution.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and confidentiality.
• Ability to work independently and exercise sound judgment when identifying and escalating documentation discrepancies

REASONING ABILITY:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

INTERPERSONAL SKILLS:

• Must interact and communicate both verbally and in written form.
• Must interact and exchange information regarding patients with physicians and other departmental personnel, and outside agencies on a frequent basis while respecting the confidentiality of patient information.

PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• Requires extended periods of sitting and computer use.
• Requires frequent communication with patients by telephone.

WORK ENVIRONMENT:

This position involves potential exposure to infectious diseases. Team members are offered appropriate vaccinations and safety training