Referral Specialist

Referral Specialist

Heart of Florida Health Center MAIN - Ocala, FL 34470

Job Summary

The Referral Specialist is responsible for coordinating, processing, and tracking all referrals for specialty, diagnostic, and ancillary services. This position ensures referrals are completed accurately, timely, and in compliance with payer and regulatory requirements. In addition to referral coordination, the Referral Specialist manages associated documentation, supports patient navigation, and serves as a liaison between patients, providers, and external partners.

Qualifications and Requirements

High School diploma or equivalent required; Associate degree in health services, medical office administration, or related field preferred. Minimum two (2) years of experience in referrals, authorizations, insurance verification, or healthcare administration required. Knowledge of medical terminology, referral workflows, and payer requirements. Proficiency with Electronic Health Records (e.g., eClinicalWorks, Epic) and Microsoft Office Suite. Bilingual (English/Spanish/Creole) preferred, depending on patient population served.

Essential Duties and Responsibilities

Clinical Referral Coordination Receive, process, and document all provider-initiated referrals in the Electronic Health Record (EHR). Collect and assemble supporting documentation (labs, imaging, progress notes) to send with referrals. Verify insurance eligibility, secure prior authorizations/pre-certifications, and confirm medical necessity as required. Notify providers promptly of referral denials or delays and follow escalation protocols. Track referrals until completion, ensuring results are received and routed back to the ordering provider. Monitor payer requirements and maintain current knowledge of referral/authorization rules.

Administrative and Document Management Retrieve and route incoming faxes, scanned documents, and electronic records to the appropriate patient chart. Ensure proper indexing, naming conventions, and documentation closure within the EHR. Maintain referral logs, reports, and supporting documentation for audit readiness. Respond to internal requests for records related to referrals and coordinate release-of-information activities in line with HIPAA and organizational policies. Forward court-ordered requests to the designated Quality/Risk representative. Support billing accuracy by ensuring documentation aligns with payer requirements.

Patient Navigation and Advocacy Educate patients and families about referral requirements, appointment instructions, and expectations. Identify and address barriers to care (transportation, financial hardship, language access, interpreter services). Coordinate with external specialists, hospitals, and diagnostic facilities to schedule or confirm appointments. Follow up with patients to ensure appointments are kept and results are returned. Serve as a consistent point of contact for patients/families with questions or concerns related to referrals. Maintain collaborative relationships with community resources and partner providers.

Compliance and Quality Adhere to HIPAA and organizational policies related to confidentiality, release of information, and documentation. Support HRSA, NCQA PCMH, and payer compliance requirements for referrals and continuity of care. Participate in audits, quality improvement projects, and departmental process evaluations. Contribute to organizational goals by tracking and reporting referral-related Key Performance Indicators (KPIs), including timeliness, completion rates, and patient satisfaction.

Other Duties Perform additional duties as assigned by the Referral Ops Manager, Dir of Operations, or designee. Support cross-coverage for team members during absences or peak workload periods.

Core Competencies

Attention to Detail: Accurate entry and management of referral and document data. Communication: Professional and clear interactions with patients, providers, and external partners. Problem-Solving: Ability to resolve barriers and adapt to complex referral or payer challenges. Collaboration: Works effectively with clinical staff, front desk, care coordinators, and external providers. Cultural Sensitivity: Demonstrates respect and responsiveness to diverse populations. Confidentiality: Maintains strict adherence to HIPAA and privacy rules.

Physical Requirements

Prolonged periods of sitting, computer use, and phone work. Occasional standing, walking, bending, and lifting up to 30 pounds. Requires attention to detail, ability to multitask, and tolerance to stress in a fast-paced environment.