Referral Coordinator

Position: Referral Coordinator


Company: ECOW - 190945


Reports to: PSR Manager


Status: Full-time 0.8 (32 hrs weekly)


Dept : Patient Services


Created Date: 7/6/2026


Supervisory Responsibility: None


Location: Wausau


Published Date: 7/7/2026


Version: 1:1


FLSA: Non-Exempt

Position Summary

The Referral Coordinator is responsible for the coordination, processing and scheduling of provider referrals as requested by external and internal providers. As an integral member of the ophthalmology healthcare team, the Referral Coordinator manages a high volume of referrals while ensuring timely access to specialty eye care services. This position requires the use of clinical and administrative judgment, organizational skills, and initiative to determine the best approach for both urgent and non-urgent patient care needs. The Referral Coordinator works closely with internal peers and external contacts to facilitate seamless patient care and continuity of services.

Primary Duties and Responsibilities

• Receive, review, and process incoming referrals from internal and external providers.
• Coordinate and schedule patient appointments with ophthalmologists and subspecialty providers based on clinical urgency and provider availability.
• Prioritize urgent referrals according to established clinical protocols and provider guidance.
• Review referral documentation for completeness, accuracy, and medical necessity.
• Obtain and verify insurance authorizations, referrals, and pre-certifications as required.
• Communicate with referring providers to obtain required clinical information, test results, imaging, and medical records.
• Contact patients to schedule appointments, provide instructions, and answer questions regarding referral status.
• Maintain accurate referral records within the electronic medical record (EMR) system.
• Monitor referral work queues to ensure timely processing and follow-up.
• Track pending referrals and authorizations to prevent delays in patient care.
• Coordinate appointments for diagnostic testing, surgical consultations, and specialty ophthalmic services when applicable.
• Collaborate with providers and clinic staff to ensure continuity of patient care.
• Follow HIPAA regulations and organizational policies regarding patient confidentiality.
• Assist patients with navigating healthcare services and resolving scheduling or referral-related concerns.
• Generate reports and maintain referral statistics as requested by leadership.
• Participate in quality improvement initiatives focused on referral management and patient access.
• Develop and maintain positive working relationships with other employees
• Other duties as assigned

Knowledge, Skills & Abilities

• Minimum of High School Diploma with 2-4 years of ophthalmic experience required
• Strong organizational skills and an ability to successfully stay on task
• Working knowledge of proper, safe, efficient usage of office equipment, including Microsoft Office
• Ability to work in a fast-paced medical facility while adhering to HIPAA compliance regulations
• Understanding of medical terminology
• Experience working with electronic health records (EHR) and practice management systems.
• Strong computer skills, including Microsoft Office applications.
• Excellent organizational, multitasking, and time management skills.
• Strong interpersonal and customer service skills.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive patient information.

Working Conditions

Work is performed at the main clinic; 800 N. First Street, Wausau, WI. Travel to satellite locations may be required. Hours of work will depend on the needs of the Clinic. Requires the ability to sit or stand for extended periods of time. Occasional lifting (30 pounds), bending, stooping, pushing, pulling, and climbing stairs is required.

Acknowledgement

This job description describes the general nature and level of work of this role and is not intended to be a comprehensive list of all duties, responsibilities, or qualifications. Responsibilities/requirements may evolve to align with Clinic priorities and additional duties may be assigned to meet Clinic needs. Reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable laws.