Remote Referral Concierge — Elevate Patient Care

Better Health Group; Florida; Remote; USD 42,000 - 58,000; Full time

Job summary

VIPCARE in Florida is seeking a Referral Coordinator to support timely referrals and maintain a high-quality patient experience across our Florida clinics. You will coordinate inbound and outbound referrals, verify information, schedule appointments, and communicate clearly with patients and providers.

This role requires 3+ years in healthcare admin, familiarity with EMR systems (eCW preferred), strong organizational skills, HIPAA compliance, and the ability to troubleshoot scheduling barriers.

Qualifications

• High school diploma or equivalent required.
• 3+ years of administrative, scheduling, customer service, or related experience.
• Working knowledge of the geographic area served, including familiarity with local healthcare providers, specialty practices, and available patient care resources, or the ability to quickly develop this knowledge.
• Experience in a healthcare environment is preferred, but not required.
• Prior experience in referral coordination, medical reception, medical assisting, patient scheduling, or other clinic-based administrative functions is preferred, but not required.
• Familiarity with medical terminology, healthcare operations, insurance verification, referral authorizations, and electronic medical records is preferred, but not required.
• Experience with eClinicalWorks (eCW) or a comparable electronic medical record system is preferred, but not required.
• Strong critical thinking and problem-solving skills, with the ability to independently identify referral barriers, evaluate available options, and determine appropriate next steps within established procedures.
• Excellent organizational and time-management skills, with the ability to prioritize multiple referrals, manage competing deadlines, and maintain accurate documentation.
• Strong written and verbal communication skills, with the ability to communicate effectively and compassionately with patients, healthcare providers, insurance carriers, and internal team members.
• Strong interpersonal and customer service skills, with a commitment to providing a positive patient experience and supporting continuity of care.
• Ability to work independently while collaborating effectively with clinic teams, specialty practices, and other internal and external stakeholders.
• Proficiency in Google Workspace (Drive, Docs, Sheets), including the ability to maintain spreadsheets, navigate operational reports, and track referral activity.
• Strong attention to detail, follow-through, and accountability for completing assigned tasks accurately and efficiently.
• Demonstrated ability to maintain confidentiality and handle protected health information in accordance with HIPAA and organizational policies.
• Appreciation of cultural diversity and sensitivity toward the patient populations served.

Responsibilities

• 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.

Skills

Customer service

Scheduling

Communication

Time management

Problem solving

Team collaboration

Education

High school diploma or equivalent

Tools

Google Workspace (Drive, Docs, Sheets)

eClinicalWorks (eCW)

Job description

VIPCARE in Florida is seeking a Referral Coordinator to support timely referrals and maintain a high-quality patient experience across our Florida clinics. You will coordinate inbound and outbound referrals, verify information, schedule appointments, and communicate clearly with patients and providers.

This role requires 3+ years in healthcare admin, familiarity with EMR systems (eCW preferred), strong organizational skills, HIPAA compliance, and the ability to troubleshoot scheduling barriers.