Referral Coordinator

Job Description

Job Description

Position Summary

The Referral Coordinator is responsible for managing and processing MRI referrals for new patients, ensuring all referrals are accurately reviewed, routed to the appropriate imaging provider or attorney-designated source, and documented within company systems. This role requires strong attention to detail, knowledge of referral workflows, and the ability to maintain accurate records while coordinating with clinics, imaging facilities, attorneys, and internal teams.

Essential Duties and Responsibilities

Referral Processing

• Receive and review incoming MRI referrals transmitted from clinics.
• Verify referral details against the provider encounter documentation in EHR, including:
  • Ordered body part(s)
  • Diagnostic codes
  • Patient stage status in CRM
• Identify discrepancies between referral documentation and provider encounters and initiate appropriate escalation or correction procedures.

Documentation and CRM Management

• Maintain accurate and timely documentation within CRM.
• Ensure all referral activity and communications are properly documented.

Appointment Tracking and Follow-Up

• Monitor imaging portals daily for scheduling updates.
• Track appointment status and scheduling progress.
• Update CRM with appointment information, including:
  • Appointment date and time
  • Imaging facility
  • Current scheduling status
  • Relevant notes and follow-up information

Compliance and Quality Assurance

• Ensure referrals are processed according to established company procedures.
• Maintain confidentiality and compliance with HIPAA and company policies.
• Support workflow accuracy through thorough review and documentation practices.

Qualifications

Education and Experience

• High school diploma or equivalent required.
• Experience in healthcare referrals, medical scheduling, medical records, case management support, or healthcare administration preferred.
• Experience working with CRM and electronic health record systems preferred.

Knowledge, Skills, and Abilities

• Strong attention to detail and organizational skills.
• Ability to review and verify medical documentation accurately.
• Effective written and verbal communication skills.
• Ability to manage multiple referrals and prioritize tasks in a fast-paced environment.
• Proficiency with Zoho CRM, Charm EHR, Microsoft Office, and email communication.
• Understanding of medical terminology, diagnostic codes, and referral workflows preferred.
• Ability to maintain confidentiality and handle sensitive patient information.