Referral Coordinator

Referral CoordinatorCarmel, IN 46032Position SummaryForté Sports Medicine and Orthopedics is seeking a full-time, customer-focused, dependable, and detail-oriented Referral & Scheduling Associate to join our busy Patient Access Scheduling team. This position plays an essential role in coordinating the patient access process, from receiving and processing incoming referrals to triaging patient needs and scheduling appointments with the appropriate orthopedic physicians and Advanced Practice Providers (APPs) across multiple clinic locations.The ideal candidate will demonstrate exceptional communication and organizational skills, the ability to navigate a fast-paced healthcare environment, and a strong commitment to providing an excellent patient experience. This individual will serve as a key resource in coordinating communication between patients, referring providers, and internal teams to support timely and appropriate access to care. The position requires a thorough understanding of physician-specific scheduling preferences, referral requirements, insurance policies, and established practice protocols, as well as a high degree of independence, self-motivation, accountability, and time management.The successful candidate must be comfortable working independently within established expectations and performance standards, prioritizing daily responsibilities, maintaining productivity, and proactively communicating with team members and leadership while remaining accessible and engaged in a collaborative team environment. Occasional travel to Forté's physical locations in Central Indiana, primarily Carmel and Greenwood, may be required for training and staff meetings as needed. Mileage reimbursement will be provided in accordance with company policy.Essential FunctionsAnswer and screen inbound phone calls from the scheduling queue, taking detailed messages and providing clear, accurate information both verbally and in writing.Receive, review, and process referrals from primary care physicians and other external providers through electronic systems and other communication channels.Gather comprehensive patient information to assess reported conditions, effectively triage potential injuries and/or illnesses, and determine the most appropriate scheduling pathway based on established protocols.Coordinate and schedule patient appointments through the Electronic Medical Record (EMR) system (NextGen), considering physician preferences, subspecialty requirements, urgency of care, and provider availability across multiple clinic locations.Communicate appointment details and scheduling changes to patients in a timely, professional, and accurate manner.Maintain accurate physician schedules by collaborating with clinical teams and leadership to implement appropriate and timely schedule adjustments.Understand, follow, and consistently adhere to physician-specific scheduling preferences, protocols, and processes.Coordinate the collection and availability of medical records, imaging, and other necessary documentation to support patient visits.Follow accurate insurance policies, benefits, and authorization and referral requirements.Accurately enter, review, and maintain patient demographic, referral, and medical information within the EMR and practice management systems, ensuring completeness and adherence to established data entry protocols.Communicate effectively with patients, referring providers, specialists, and other members of the healthcare team to facilitate seamless coordination of care.Maintain positive working relationships with physicians, providers, management, internal departments, and external business partners while consistently demonstrating respect, professionalism, and excellent customer service.Maintain current knowledge of practice policies, procedures, provider protocols, and operational workflows to ensure accurate and consistent information is communicated.Perform additional duties and responsibilities as assigned to support departmental and organizational needs.Education and ExperienceHigh School Diploma or equivalent required.Degree in a healthcare-related field or Athletic Training Certification preferred.Minimum of three (3) years of work experience in a healthcare setting preferred, with knowledge of orthopedic medical terminology strongly preferred.Previous experience with patient scheduling, referral coordination, insurance verification, or medical office operations preferred.Must consistently demonstrate outstanding customer service, strong attention to detail, and excellent organizational skills.Ability to work Monday through Friday, between 8:00 a.m. and 5:00 p.m.Remote/Hybrid position; candidates must be local to Carmel or Greenwood, Indiana. All initial training conducted in person.Competencies (Knowledge, Skills & Abilities)Strong organizational skills and exceptional attention to detail.Excellent verbal and written communication skills.Ability to gather and interpret information to appropriately assess patient needs and follow established triage protocols.Strong analytical, critical-thinking, and problem-solving abilities.Ability to maintain current knowledge of practice policies, procedures, physician preferences, and operational workflows.Knowledge of healthcare insurance policies, benefits, referral requirements, and processes.Precision and accuracy when reviewing referrals, medical documentation, and patient accounts.Proficiency in computer operations and the ability to learn and navigate electronic medical record and practice management systems.Ability to prioritize competing responsibilities and manage multiple tasks in a fast-paced environment.Ability to work independently while also collaborating effectively with cross-functional teams.Demonstrates dependability, accountability, adaptability, professionalism, and a commitment to delivering an exceptional patient experience.Forté Sports Medicine and Orthopedics is an equal opportunity employer and a drug-free workplace.