REFERRAL COORDINATOR

New-Hope-Treatment-Centers; Shadowbrook (SC); On-site; USD 42,000 - 62,000; Full time

Job summary

New Hope Treatment Centers is seeking a Referral Coordinator to support the Connection and Communications Department with pre-admission activities. You will manage inquiries and referrals, review clinical documentation, and maintain accurate records in the EHR while ensuring HIPAA compliance.

The role emphasizes compassionate communication with referral sources and clients, timely responses, and contribution to monthly metrics and reporting.

Qualifications

• Bachelor’s degree in Healthcare Administration or a related field.
• Experience with Electronic Health Records (EHR/EMR).
• Strong understanding of HIPAA and PHI handling.
• Excellent written and verbal communication with diverse stakeholders.
• Demonstrated attention to detail in data entry and documentation.

Responsibilities

• Develop and maintain knowledge of populations served and eligibility criteria.
• Receive, review, and distribute clinical documentation to staff.
• Enter inquiries and client information into the EHR/EMR accurately.
• Maintain confidentiality of communications and documentation.
• Prepare referral metrics and ensure timely follow-up.

Skills

Referral management

EMR/EHR proficiency

HIPAA & confidentiality

Communication skills

Attention to detail

Education

Bachelor’s degree in healthcare admin

Tools

EMR/EHR systems

Job description

Position SummarySince our opening in 1987, New Hope Treatment Centers has been a welcoming place for young people inmoments of crisis. The Referral Coordinator supports the Connection and Communications Department with thepre-admission process focusing on compassionate communication and the collection, review, and distribution ofall inquiries and referrals. This includes phone calls, website inquiries, faxed and emailed documentation.Essential Duties and ResponsibilitiesThe essential functions include, but are not limited to, the following:• Develop and maintain knowledge of the populations served, exclusionary criteria, active funding contracts,and other requirements relevant to the referral review process.• Serve as a subject matter expert regarding services available and individuals who may or may not meetbasic eligibility criteria.• Receive, review, organize, and distribute clinical documentation to appropriate internal staff for review.• Redirect inappropriate referrals and inquiries to appropriate external resources when services cannot beprovided.• Maintain an accurate inquiry pipeline, including referral status and disposition for all appropriate andinappropriate inquiries.• Accurately enter inquiries, calls, leads, and client information into the EHR and other required systems.• Maintain referral and client records in accordance with HIPAA, confidentiality, and organizationalrequirements.• Respond to referral and inquiry calls/emails within the same business day or within 24 hours.• Communicate referral trends, unmet service needs, and potential contract opportunities to theConnection and Communications Department.• Assist with the collection, tracking, and reporting of satisfaction survey data and other referral-relatedmetrics for monthly and annual reports.• May conduct an initial review of referral packets to determine whether basic program criteria are met priorto clinical review.• Maintain confidentiality of all communications and documentation involving clients, referral sources, andexternal review agencies.• Perform other related duties as assigned by the Director of Referrals and Admissions.CompetenciesThe Referral Coordinator must demonstrate competence in the following areas:• Referral & Eligibility Management – Demonstrates knowledge of referral processes, eligibilityrequirements, exclusionary criteria, services offered, and funding sources to appropriately receive, review,document and route referrals.• EMR/EHR Proficiency– Accurately enters, updates, and maintains referral and client information in theEMR/EHR and other required systems in accordance with organizational standards and establishedworkflows.• HIPAA, Confidentiality & Documentation Review – Demonstrates knowledge of HIPAA and confidentialityrequirements while accurately reviewing, handling, storing, and transmitting referral documentation.Identifies missing or pertinent information and coordinates documentation with clinical staff for review.• Communication & Referral Coordination – Communicates professionally and compassionately withreferral sources, clients, families, and internal departments while ensuring timely follow-up andappropriate referral coordination.• Attention to Detail & Accuracy – Maintains accurate referral records, inquiry dispositions, documentation,data entry, and follow-up activities while identifying discrepancies or missing information.Minimum Qualifications• Bachelor’s degree in Healthcare Administration, Health Services Administration, Healthcare Management,or a related field.• Experience working in an Electronic Health Record (EHR/EMR).• Must be at least 21 years of age.• Ability to pass required background checks, drug screening, and any state-mandated employmentclearances.Preferred Qualifications• Experience with referral, intake, admission, and eligibility processes.• Knowledge of behavioral health services and admission criteria.• Knowledge of HIPAA, confidentiality, and PHI requirements.• Experience working in a healthcare/mental healthcare environment.