Referral Operations Coordinator

Job Description

Job Description

Referral Operations Coordinator

Department: Revenue Operations  |  Reports to: CRO  |  Location: Hybrid (Lehi Ut HQ)

Who We Are

Proactive Health is a dynamic and innovative company dedicated to improving patient care for seniors through cutting-edge technology and compassionate service. By blending advanced biometric monitoring with the strength of personal connections, our goal is to empower seniors and their healthcare providers with the data, knowledge, and tools to take charge of their health, reducing readmissions to the hospital and enhancing their quality of life.

We're building something meaningful here. If you want a role with real ownership, real impact, and a team that's all-in on the mission, keep reading.

The Role

The Referral Operations Coordinator is the engine behind our patient intake pipeline. You'll own the daily processing of inbound referrals from our healthcare partners, working directly in their EHR/EMR systems to pull patient information and keep referrals moving with precision and speed.

This isn't a passive administrative role. We're currently processing around 1,000 referrals per month, scaling to ~1,700 by Q4 2025 and ~2,500 by Q1 2026. The window to convert a referral is finite, and your responsiveness directly impacts patient outcomes and company growth. You'll need to be sharp, organized, and comfortable working with a sense of urgency every single day.

You'll work closely with our Partner Managers and cross-functional teams, serving as a key touchpoint with our partner organizations when issues or gaps arise in referral data.

What You'll Do

• Process all inbound partner referrals daily with accuracy and speed, maintaining a high conversion rate within defined SLA windows.
• Access partner EHR/EMR systems directly to pull patient face sheets and census data each day.
• Review referrals for completeness and proactively reach out to partners when information is missing, incomplete, or requires revision.
• Log, track, and manage all referral activity in Salesforce, keeping records accurate and up to date.
• Collaborate with Partner Managers to share insights on referral volume trends, conversion rates, and any recurring partner-side gaps.
• Identify patterns and flag process issues that could improve intake throughput or partner communication.
• Maintain a high standard of professionalism and empathy in all partner-facing communication.

What You Bring

• 1-2 years experience in a healthcare administrative, referral coordination, or patient intake role preferred.
• Familiarity with EHR/EMR systems (experience accessing multiple partner systems is a plus).
• Salesforce experience or strong willingness to learn quickly.
• A natural sense of urgency. You understand that in healthcare operations, timing matters.
• Exceptional attention to detail. You catch what others miss.
• Strong communication skills, both written and verbal, especially when following up with external partners.
• High EQ. You know how to be persistent without being pushy, and how to build trust even when things get complicated.
• Solid organizational skills and the ability to manage high-volume workflows without dropping the ball.
• A collaborative mindset. You communicate proactively with the internal team and share what you're seeing.

Compensation

Base Salary: $42,000 - $50,000 DOE

Compensation is benchmarked to the Utah/Lehi market and reflects the scope, volume, and operational criticality of this role. Final offer will be based on experience.

What We Offer

• Competitive salary benchmarked to your market.
• Medical, dental, and vision benefits.
• Hybrid flexibility based out of our Lehi, UT HQ.
• A front-row seat at a fast-growing HealthTech company doing genuinely important work.
• Real ownership of your role from day one.
• A team that's collaborative, mission-driven, and actually fun to work with.

Proactive Health is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.