Referral Coordinator- Outbound

Referral Coordinator- Outbound

The Referral Coordinator plays a key role in ensuring timely and accurate coordination of patient referrals across clinics within the healthcare system. Primary responsibilities include tracking referral status, resolving pre-authorization and registration issues, and documenting all actions in compliance with HIPAA standards. This role verifies insurance coverage, obtains authorizations, schedules appointments, and maintains complete and accurate patient demographic and insurance information in the EHR. Acting as a liaison between patients, providers, and scheduling teams, the Referral Coordinator answers referral-related calls promptly and courteously, strives for first-call resolution, and communicates appointment details and expectations to patients. This position supports continuity of care and helps improve patient experience and operational efficiency.

Responsibilities

• Processes and tracks patient referrals to specialists and ancillary services.
• Maintains ongoing tracking and documentation of referrals in EHR (e.g., Athena, Epic, etc.).
• Ensures complete and accurate patient demographic, insurance, and authorization details.
• Obtains referral authorization from insurance carriers and documents authorization numbers.
• Assists patients with scheduling appointments and reviews referral details and expectations.
• Notifies patients of scheduled appointments via phone and provides preparation instructions.
• Works as liaison between scheduling department and patient; sends tasks accordingly.
• Resolves pre-authorization, registration, or other referral-related issues prior to appointments.
• Answers and makes phone calls promptly, courteously, and efficiently.
• Handles referral-related calls and strives for first-call resolution.
• Establishes and maintains relationships with identified service providers.
• Interacts respectfully and collaboratively with patients and families to build trust.
• Completes all direct and indirect care documentation in a timely manner.
• Ensures patient records are current and complete in EHR systems.
• Adheres to HIPAA and organizational privacy standards.
• Follows up on patient referral inquiries not immediately resolved.
• Notifies Patient Access Manager of any issues or concerns from patients or providers.
• Assists other departments or business needs as directed.

Required Qualifications:

• High School Diploma/GED
• At least 2 year(s) of experience in healthcare administration, patient access, or referral coordination.

Preferred Qualifications:

• Associate's Degree in healthcare administration or related field
• At least 3 year(s) of experience in referral coordination or medical office setting.
• Familiarity with EHR systems (e.g., Athena, Epic, etc.) and insurance authorization processes.
• Certified Medical Staff Coordinator (CMSC) or similar credential.

Salary Range

$45,000 + depending on qualifications

Working environment/equipment includes standard office equipment, repetitive use of a keyboard, and potential exposure to occupational hazards such as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications, and disoriented or combative patients, or others.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

The University of Texas at Austin Staff