Patient Access & Referral Coordinator

Barbour Community Health Association; Belington (WV); On-site; USD 32,000 - 52,000; Full time

Job summary

Barbour Community Health Association in Belington, WV is seeking a Patient Access & Referral Coordinator to greet patients, schedule appointments, and manage referrals.

You will coordinate with providers, verify demographics and insurance, process referrals, and maintain accurate documentation in the EHR while upholding HIPAA.

This role requires strong organizational and communication skills and the ability to multitask in a fast-paced clinic environment.

Qualifications

• Requires a high school diploma or GED.
• Excellent organizational, time-management, and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficient with electronic health records (EHR) and office tech.
• Ability to maintain HIPAA confidentiality and work independently or in a team.

Responsibilities

• Greet and check in patients and assist with scheduling.
• Support orderly patient flow during regular and extended hours.
• Verify and enter patient demographics and insurance details.
• Generate encounters and patient visit summaries.
• Schedule appointments and handle reminders and portal requests.
• Coordinate referrals, contact insurers, and ensure timely processing.
• Maintain referral tracking and relevant clinical information.
• Maintain HIPAA compliance and protect patient confidentiality.

Skills

Organizational skills

Time management

Multitasking

Communication skills

HIPAA compliance

Team collaboration

EHR proficiency

Education

High school diploma or GED

Job description

SUMMARY:

The Patient Access & Referral Coordinator serves as an initial point of contact for patients arriving at the clinic and calling to schedule appointments. This position supports efficient patient flow and front-office operations while coordinating referrals and scheduling patients with appropriate physicians, specialists, or procedure services. The role is responsible for maintaining accurate patient and referral documentation, assisting patients in navigating referral requirements and barriers to care, and communicating with patients, providers, insurers, and other organizations to support timely care.

Major Duties and Responsibilities

• Greet and check in patients arriving for appointments and assist patients requesting appointments.
• Support orderly patient flow during regular and extended hours of operation, including monitoring the waiting room as needed.
• Verify and enter patient demographic information, including name, age, current insurance coverage, and sliding-scale verification, as applicable, at each visit.
• Generate encounters for patient visits; mark encounters as finished and generate patient visit summaries.
• Schedule patient appointments and make appointment reminder calls; monitor the patient portal for appointment requests as needed.
• Answer telephone calls and route calls and messages appropriately; provide general information about clinic services and business practices.
• Scan medical records and other documentation into the electronic health record (EHR), as appropriate.
• Maintain referral tracking and documentation manually or through the EHR database and/or scanning module, and ensure referrals are addressed in a timely manner.
• Assemble relevant clinical background and referral information and provide appropriate clinical information in accordance with referral guidelines.
• Provide patient demographic and current insurance information for referral processing.
• Contact insurance companies and review organizations to confirm prior-authorization requirements and provide medical information as necessary.
• Review referral details and expectations with patients and notify patients of scheduled appointments by mail, telephone, or secure messaging.
• Serve as a point of contact for patients and families who have questions or concerns regarding referrals and access to care.
• When needed, advocate on behalf of patients with insurance carriers to support timely approval of necessary supplies or services.
• Obtain and send medical records when requested and issue work or school excuses under provider direction.
• Receive patient payments for daily services or account balances, enter payments in the daily journal, and balance the cash drawer daily.
• Return the phone system to daily operational hours; lock and unlock front and back doors; and turn facility lights on or off as assigned.
• Maintain strict confidentiality of all patient and clinic information and comply with HIPAA requirements.
• Multitask, prioritize duties, manage time, work independently and collaboratively, and meet deadlines in a fast-paced environment.
• Perform other duties as assigned by the Office Manager, Chief Operating Officer, or Chief Executive Officer.

MINIMUM JOB REQUIREMENTS

Qualifications

• A high school diploma or GED required

Knowledge, Skills and Experience

• A high school diploma or GED required.
• Strong organizational and time management skills.
• Ability to multitask and adapt in a fast-paced clinical environment.
• Excellent communication and interpersonal skills.
• Proficiency with electronic health records and office technology.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Team-oriented with the ability to work independently when needed.

Travel Requirements:

Some travel to individual BCHA locations may be required.

Salary Range:

Based on levels of experience and educational training.

Work Hours:

Hours of operation for primary care health services (typically, 40 hours/week).