GYN/ONC Referral Coordinator

Job Description

Job Description

New Patient & Referral Coordinator – Gynecologic Oncology

Valley Women’s Health – Salt Lake City GYN/Oncology

Valley Women’s Health Gynecologic Oncology is seeking an organized, dependable, and proactive New Patient & Referral Coordinator to join our Salt Lake City team.

This position is responsible for coordinating both incoming new-patient referrals and outgoing referrals for our practice. The coordinator helps manage patients through the referral process from initial receipt and provider review through scheduling, records collection, and follow-up.

Because many of our patients are navigating complex medical concerns, we are looking for someone who communicates with compassion, professionalism, and attention to detail.

This is a fast-paced specialty office. The ideal candidate is comfortable managing multiple priorities, proficient with computer systems, following established workflows, and taking ownership of tasks from start to finish.

Part-Time ~30hrs/wk

Shifts will be scheduled Monday–Friday between 8:00 AM and 4:30 PM . Hours may be flexible depending on clinic needs.

• Previous experience in a medical office or healthcare setting required
• Familiarity with medical terminology
• Strong written and verbal communication skills
• Excellent organization and attention to detail
• Comfortable communicating with patients, referring providers, hospitals, imaging centers, and medical offices
• Ability to manage multiple referrals and priorities independently
• Ability to follow established procedures and workflows
• Strong computer and data-entry skills
• Understanding of patient confidentiality and HIPAA requirements

Experience in women’s health, oncology, specialty medicine, referrals, medical scheduling, or medical assisting is preferred.

• Receive and review incoming new-patient referrals
• Enter and maintain accurate patient demographics, insurance, referral, and scheduling information
• Identify missing information or records needed for provider review
• Request and gather pathology, imaging, labs, operative reports, office notes, and other necessary medical records
• Prepare referrals for physician review and track referrals awaiting review
• Follow provider recommendations and referral instructions
• Contact patients after referral review to coordinate next steps
• Schedule new-patient consultations according to provider recommendations and clinic scheduling guidelines
• Communicate with referring offices regarding missing information, referral status, and scheduling
• Answer patient questions regarding the referral and scheduling process
• Maintain accurate and up-to-date referral tracking
• Follow up on outstanding referrals to ensure patients do not fall through the cracks
• Prepare new-patient charts and ensure necessary records are available prior to appointments

• Process referrals ordered by our providers to outside specialists and facilities
• Coordinate referrals to specialties such as Medical Oncology, Radiation Oncology, Imaging, and other appropriate services
• Send required orders, demographics, insurance information, clinical notes, pathology, imaging, and supporting medical records
• Confirm referrals have been received by the receiving office
• Follow up with outside offices to determine whether patients have been contacted and scheduled
• Communicate referral information and next steps to patients
• Track outstanding outbound referrals through completion
• Document referral status and follow-up accurately
• Notify the clinical team of delays, scheduling issues, or additional information requested by the receiving office

• Maintain HIPAA compliance and patient confidentiality
• Communicate professionally with patients, providers, and outside medical offices by phone, text, and electronic communication
• Assist with preparing charts and gathering records for upcoming appointments
• Maintain organized and accurate referral tracking systems
• Work closely with physicians, clinical staff, and office management
• Assist with other administrative and patient-care coordination duties as assigned

The ideal candidate is proactive, organized, compassionate, accountable, and comfortable taking ownership of their workload .

This role requires strong follow-through. The coordinator is expected to monitor outstanding referrals, recognize when additional action is needed, and follow tasks through to completion without repeated reminders.

You should be comfortable working independently while also asking for help when needed. We work as a team, and clear communication is essential to making sure our patients receive timely care.

If you enjoy helping patients, staying organized, solving problems, and coordinating care across multiple medical offices, we encourage you to apply.

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