Referral Coordinator/Specialty

R Family Medical Group Inc; San Antonio (TX); Hybrid; USD 38,000 - 52,000; Full time

Job summary

R Family Medical Group is seeking a Referral Coordinator to join our clinical team. This role focuses on processing and coordinating patient referrals to specialists not in-house, ensuring timely authorizations and accurate data entry in our systems.

The ideal candidate has medical office experience, works well across departments, communicates clearly with patients, and maintains HIPAA-compliant practices in a fast-paced environment.

Qualifications

• Minimum one year of medical office experience processing referrals.
• Proficiency in Microsoft Office.
• Knowledge of HIPAA and patient confidentiality guidelines.
• Experience with electronic medical records.
• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Ability to work with physicians, nurses, and staff across departments.

Responsibilities

• Complete referrals for the clinic or facility and route to the correct specialist.
• Keep patients updated on referral status.
• Follow up on all referrals to confirm receipt and processing.
• Maintain referral logs and systems with changes.
• Coordinate referrals with relevant departments.
• Consult with clinicians to determine wait times for referrals.
• Coordinate with providers to schedule urgent referrals.
• Answer calls and provide accurate information to patients and internal teams.

Skills

Microsoft Office

HIPAA compliance

Attention to detail

Customer service

Phone etiquette

Education

High school diploma or GED

Medical terminology knowledge

Tools

eClinicalWorks (EHR)

Job description

We are seeking a service-focused and professional, Referral Coordinator to join our team. The ideal candidate has a strong background in healthcare and referral processing and is adaptable, professional, and highly organized. This role is responsible for coordinating patient referrals to specialists for services not provided directly by R Family Medical Group and serves as the primary point of contact for internal and external requests related to authorizations.

Referral Processing & Coordination

Complete all referrals for the clinic or facility, ensuring they are processed effectively and sent to the correct specialist or facility

Keep patients up to date on the status of their referrals

Follow up on all sent referrals to confirm receipt and processing

Keep referral logs and systems up to date with any changes in information

Coordinate referrals with all relevant departments

Consult with physicians, nurses, and other team members to determine wait times for specific referrals

Coordinate with providers and specialists to schedule urgent patient referrals

Communication & Customer Service

Answer calls from patients and other departments, providing accurate information and guidance.

Provide excellent customer service to internal and external contacts regarding pending authorizations, the authorization process, or related concerns.

Core Competencies

• Ability to read, understand, and follow verbal and written instructions.


• Ability to type and write clearly and accurately.


• Establishes and maintains effective working relationships with patients, employees, and the public.


• Seeks appropriate guidance from supervisors or clinical staff to resolve issues when needed.


• Able to multi-task and maintain a professional demeanor in a fast-paced practice environment.


• Serves as a liaison between patients, physicians, and support staff.


• Highly organized and able to prioritize work effectively.


• Great attention to detail


• Knowledge of data protection and patient confidentiality guidelines (HIPAA)

Soft Skills & Interpersonal Attributes

• Integrity and dependability


• Effective communication


• Open-mindedness and teamwork


• Problem-solving and critical thinking


• Willingness to learn


• Empathy

Qualifications

Technical / Hard Skills

• Proficiency in Microsoft Office


• Experience with eClinicalWorks (EHR software) preferred

Required Education and Experience

• Minimum one year of medical office experience processing referrals


• High school diploma or GED


• Work experience demonstrating an understanding of medical terminology


• Prior experience using electronic medical records

Preferred Education and Experience

• Additional medical office experience (3–5 years)


• Demonstrated understanding of industry guidelines and best practices

Supervisory Responsibilities

None.

Medical practice setting with an office-type workstation.

Physical Demands

• Sitting, standing, and walking throughout the day


• Stooping, bending, and stretching to retrieve files and supplies


• Extended use of a computer screen


• Occasional lifting of files or paperwork weighing up to 20 pounds


• Manual dexterity sufficient to operate a keyboard, telephone, copier, and other office equipment


• Occasional stress associated with working with ill patients and frequent interruptions

Travel Required

Occasional travel to other R Family Medical Group locations may be required.

Equal Opportunity & ADA Statement

This job description is a general description of job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees of R Family Medical Group are expected to perform tasks as assigned by R Family Medical Group supervisory or management personnel, regardless of job title or routine job duties.

In accordance with the Americans with Disabilities Act (ADA), R Family Medical Group will provide reasonable accommodations for individuals who can perform the essential functions of this job.

R Family Medical Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by applicable federal, state, or local law.