Referral Coordinator

The Good Shepherd Community Clinic, Inc.; Ardmore (OK); On-site; USD 35,000 - 55,000; Full time

Job summary

An established healthcare organization is seeking a Referral Coordinator to enhance patient care through efficient management of referrals. In this pivotal role, you will ensure that patients receive timely access to specialty services while maintaining accurate documentation in electronic health records. Collaborating with a multidisciplinary team, you will play a vital part in improving patient outcomes by tracking referrals and facilitating communication between patients and providers. This position offers the opportunity to work in a supportive environment focused on community impact and professional growth, making a real difference in the lives of those who need it most.

Benefits

Health Insurance

Paid Time Off

Training & Development

Vision Insurance

Wellness Resources

Opportunity for Advancement

Qualifications

• 1+ year experience in medical office or referral coordination.
• Familiarity with insurance requirements and prior authorization processes.

Responsibilities

• Manage and track patient referrals to ensure timely access to services.
• Communicate with patients regarding appointment status and follow-up needs.

Skills

Organizational Skills

Communication Skills

Time Management

Patient Service Commitment

Education

High School Diploma

Associate's Degree

Tools

EHR Systems (NextGen, EPIC, eClinicalWorks, Athena)

Job description

Benefits:

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Wellness resources

About Us: The Good Shepherd Community Clinic, Inc. is building healthy people through whole-patient wellness and trauma informed care. Our proactive focus and integrated approach to caring for the whole person allows the GSCC to provide quality and affordable health, dental, and pharmaceutical care to thousands of patients each year without regard for socio-economic or insurance status. Good Shepherd team members are passionate about making a difference in our patients’ lives. We are a driven, focused, innovative, hardworking, respectful team that is focused on working as one to improve the lives of our patients.

Mission: The GSCC exists so that the working poor and others who lack healthcare access receive quality care and improved health outcomes.

Vision: Empowering Well-Being

Core Values: Love, Respect, Fight, Resilience and Flexibility

Job Overview: The Referral Coordinator is responsible for managing and tracking internal and external patient referrals to ensure timely and appropriate access to specialty, diagnostic, and support services. This role plays a critical part in the continuity of care by processing referrals, obtaining authorizations, closing referral loops, and supporting communication between the care team, patients, and outside providers. The Referral Coordinator ensures accurate documentation and contributes to performance metrics related to care coordination and quality improvement.

Why Work With Us:

Collaborative Care Teams: Work alongside a multidisciplinary team of healthcare professionals in a supportive and dynamic environment.

Patient-Centered Care: Focus on building meaningful relationships with patients, guiding them through their healthcare journey.

Community Impact: Make a tangible difference in patients' lives by ensuring they receive the care they need, regardless of financial or social barriers.

Professional Growth: We believe in empowering our team members to develop their skills and advance within the organization.

What You'll Do:

Referral Processing

Receive and process referral orders from providers in the electronic health record (EHR)

Confirm necessary documentation, diagnosis codes, and insurance requirements

Submit referrals and prior authorizations as required

Maintain accurate referral records and logs

Referral Tracking & Follow-Up

Monitor the status of pending and active referrals

Track referral completion by obtaining consult notes or follow-up confirmation

Communicate with patients regarding appointment status, location, and preparation

Contact external providers or specialists to verify appointment completion and documentation return

Documentation & Closure

Ensure referral details, actions taken, and outcomes are properly documented in the EHR

Close referral orders in a timely manner once completed or canceled

Identify incomplete or delayed referrals and escalate to appropriate staff or team lead

Collaboration & Communication

Work closely with Care Coordinators to ensure follow-through and patient engagement

Collaborate with providers, RN Care Managers, and front desk staff to resolve barriers

Communicate clearly with patients regarding instructions, delays, or follow-up needs

Assist with coordination for internal specialty services as applicable

Quality & Compliance

Maintain accuracy in documentation, coding, and authorization notes

Follow HIPAA and organizational privacy policies

Participate in quality improvement efforts related to referral workflows and loop closure

What Success Looks Like

Your performance will be measured by:

Referral Completion Rate (% of referrals that result in documented appointments)

Referral Processing Time (Avg. time from order to referral submission)

Referral Closure Rate (% of referrals with returned documentation)

No-Show Referral Rate (% of referred patients who miss appointments)

Incomplete Referral Rate (% of referrals without patient follow-through)

Prior Authorization Approval Rate

Documentation Accuracy Rate (% of referrals correctly documented in EHR)

What You’ll Need to Succeed

Education & Experience

High school diploma or equivalent required; associate’s degree preferred

1+ year experience in medical office, care coordination, or referral coordination

Familiarity with insurance requirements and prior authorization processes

Experience with EHR systems (e.g., NextGen, EPIC, eClinicalWorks, Athena) preferred

Skills & Attributes

Strong organizational and time management skills

Excellent communication and interpersonal abilities

Proficient with computers, documentation, and multitasking

Ability to manage high volume and fast-paced workflows

Commitment to patient service and confidentiality

Work Environment

Based in clinic and office settings

Regular use of computers, phones, and EHR systems

Occasional travel between clinic sites may be required