Referral Coordinator

VIPcare; United States; Remote; USD 40,000 - 60,000; Full time

Job summary

VIPcare is seeking a Referral Coordinator to coordinate timely and accurate patient referrals across our primary care clinics. You will manage inbound and outbound referrals, schedule appointments, and ensure complete medical records are exchanged to support continuity of care.

Based in Florida or remote, you will maintain HIPAA compliance, verify patient demographics and insurance, and communicate clearly with patients and providers to overcome scheduling barriers.

Qualifications

• High school diploma or equivalent required.
• 3+ years of administrative, scheduling, or customer service experience.
• Experience coordinating referrals or medical appointments is a plus.

Responsibilities

• Coordinate inbound and outbound patient referrals and scheduling across VIPcare clinics.
• Verify patient demographics and insurance, and resolve referral issues.
• Maintain EMR documentation and monitor referral work queues.
• Provide patient-centered communication and support throughout referral process.
• Collaborate with providers and clinics to exchange medical records.
• Adhere to HIPAA and privacy requirements.

Skills

Administrative experience

Scheduling experience

Customer service

Education

High school diploma or equivalent

Job description

Overview

Our purpose is Better Health. Specializing in primary care for patients 65+ is our passion.

What's Your Why?

Are you looking for a career opportunity that will help you grow personally and professionally?

Do you have a passion for helping others achieve Better Health?

Are you ready to join a growing team that shares your mission?

Why Join Our Team

At VIPcare, we value you. We see you. Team Members at VIPcare are living their why and building their careers with a reliable team that shares their mission of providing 5-star service that always puts patient care and outcomes first.

At VIPcare, it's the little things we do each and every day that set us apart from other primary care practices. Our patients are family, and we want to keep our family healthy. Be part of a team that is transforming healthcare one patient at a time. We take great care of our team so they can take great care of our patients and achieve: Better Care. Better Outcomes. Better Health.

Responsibilities

Reports To: Director, Clinic Operations

Position Objective: The Referral Coordinator facilitates the timely and accurate coordination of patient referrals, supporting continuity of care and a positive patient experience. Depending on the assigned location and business needs, the incumbent may manage outbound referrals for multiple VIPcare primary care clinics within a designated geographic area or coordinate inbound referrals received by a specialty practice.

The position is responsible for coordinating appointments, communicating with patients and healthcare providers, verifying referral requirements, and ensuring necessary medical records and documentation are exchanged and maintained. The Referral Coordinator works proactively to identify and resolve barriers to scheduling and referral completion, collaborating with internal and external stakeholders to support timely access to care and deliver an exceptional patient experience.

Position Location: Florida / Remote. Must possess working knowledge of the geographic area served and comply with BHG's Remote Workers Policy, including maintaining a private and secure workspace, adhering to HIPAA and confidentiality requirements, ensuring reliable electricity and internet connectivity, and, for nonexempt positions, complying with all applicable timekeeping requirements.

• Coordinate and process inbound and/or outbound patient referrals in accordance with established procedures, ensuring accuracy, timeliness, and appropriate follow-through.


• For outbound referrals, review provider orders, contact patients and specialty offices, and assist with scheduling appointments across assigned VIPcare clinics and geographic areas.


• For inbound referrals, receive and review referral requests from referring providers, obtain required information, and coordinate patient scheduling within the assigned specialty practice.


• Verify patient demographic and insurance information, confirm applicable referral and authorization requirements, and coordinate with insurance carriers or internal teams to resolve outstanding issues.


• Communicate with patients to explain referral instructions, coordinate appointment details, answer questions, and address scheduling barriers or concerns.


• Collaborate with referring and receiving healthcare providers to obtain and exchange necessary clinical documentation, medical records, and other information required to facilitate care.


• Follow up on outstanding referrals, scheduled appointments, and incomplete documentation to support timely referral completion and continuity of care.


• Coordinate the retrieval and distribution of consultation notes, test results, and other relevant medical records following completed specialty appointments, as applicable.


• Maintain accurate and timely documentation of referral activities, appointment status, patient communications, and related information within the electronic medical record (EMR) and applicable tracking systems.


• Monitor referral work queues, reports, and outstanding tasks to identify delays, discrepancies, or unresolved issues, taking appropriate action or escalating concerns as needed.


• Respond to incoming calls, patient inquiries, and requests from healthcare providers, delivering professional, responsive, and patient-centered service.


• Maintain effective working relationships with patients, clinic teams, specialty practices, and other stakeholders to support efficient referral coordination.


• Follow established documentation, privacy, and regulatory requirements, including HIPAA, when handling patient information and coordinating referrals.


• Identify recurring referral challenges and recommend opportunities to improve workflows, communication, and the patient experience.


• Perform additional duties as assigned.

Position Requirements / Skills:

• High school diploma or equivalent required.


• 3+ years of administrative, scheduling, customer service, or related experience.


• Working k