Referral Coordinator- Outbound

University of Texas; Austin (TX); On-site; USD 40,500 - 49,500; Full time

Job summary

Referral Coordinator- Outbound at University of Texas in Austin, TX supports timely coordination of patient referrals across clinics within the healthcare system. You will track referral status, obtain authorizations, schedule appointments, and maintain complete patient demographic and insurance information in the EHR, working closely with patients, providers, and scheduling teams.

This role emphasizes HIPAA compliance, strong customer service, and collaboration to improve patient experience and

Qualifications

• High School Diploma or GED required.
• Minimum 2 years in healthcare administration, patient access, or referral coordination.
• Experience or education may substitute for one another as appropriate.
• Familiarity with EHR systems and insurance pre-authorization processes preferred.

Responsibilities

• Manage referral processing and track referrals to specialists and services.
• Maintain documentation in the EHR (Athena, Epic, etc.).
• Ensure accurate patient demographics, insurance, and authorizations.
• Coordinate scheduling and notify patients of appointments.
• Resolve pre-authorization and registration issues before visits.
• Ensure HIPAA compliance and protect patient privacy.

Skills

Healthcare administration

Patient access

Referral coordination

Education

High School Diploma or GED

Associate's Degree in healthcare administration

CMSC or similar credential

Tools

Athena

Epic

Job description

Job Posting Title

Referral Coordinator- Outbound

Hiring Department

Dell Medical School

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

AUSTIN, TX

Job Details

Purpose: The Referral Coordinator plays a key role in ensuring timely and accurate coordination of patient referrals across clinics within the healthcare system. Primary responsibilities include tracking referral status, resolving pre-authorization and registration issues, and documenting all actions in compliance with HIPAA standards. This role verifies insurance coverage, obtains authorizations, schedules appointments, and maintains complete and accurate patient demographic and insurance information in the EHR. Acting as a liaison between patients, providers, and scheduling teams, the Referral Coordinator answers referral-related calls promptly and courteously, strives for first-call resolution, and communicates appointment details and expectations to patients. This position supports continuity of care and helps improve patient experience and operational efficiency.

Responsibilities

• Manage Referral Processing Processes and tracks patient referrals to specialists and ancillary services.
• Maintains ongoing tracking and documentation of referrals in EHR (e.g., Athena, Epic, etc.).
• Ensures complete and accurate patient demographic, insurance, and authorization details.
• Obtains referral authorization from insurance carriers and documents authorization numbers.
• Coordinate Scheduling Assists patients with scheduling appointments and reviews referral details and expectations.
• Notifies patients of scheduled appointments via phone and provides preparation instructions.
• Works as liaison between scheduling department and patient; sends tasks accordingly.
• Resolves pre-authorization, registration, or other referral-related issues prior to appointments.
• Communication and Customer Service Answers and makes phone calls promptly, courteously, and efficiently.
• Handles referral-related calls and strives for first-call resolution.
• Establishes and maintains relationships with identified service providers.
• Interacts respectfully and collaboratively with patients and families to build trust.
• Compliance and Documentation Completes all direct and indirect care documentation in a timely manner.
• Ensures patient records are current and complete in EHR systems.
• Adheres to HIPAA and organizational privacy standards.
• Issue Resolution and Support Follows up on patient referral inquiries not immediately resolved.
• Notifies Patient Access Manager of any issues or concerns from patients or providers.
• Assists other departments or business needs as directed.

Required Qualifications

• High School Diploma/GED
• At least 2 year(s) of experience in healthcare administration, patient access, or referral coordination.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Associate's Degree in healthcare administration or related field
• At least 3 year(s) of experience in referral coordination or medical office setting.
• Familiarity with EHR systems (e.g., Athena, Epic, etc.) and insurance authorization processes.
• Certified Medical Staff Coordinator (CMSC) or similar credential.

Salary Range: $45,000 + depending on qualifications

Working Environment/Equipment

• Standard office equipment
• Repetitive use of a keyboard
• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197.

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas' flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you'll become part of a community dedicated to making a meaningful impact on campus and throughout the world.

Comments and Inquiries: Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone].

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