Referral Coordinator-Senior (School of Dentistry - OMS)

Under general supervision, coordinates patient referrals, authorizations, scheduling, and related administrative processes to ensure timely access to care. Serves as a liaison between patients, providers, clinics, and external organizations while maintaining accurate referral and patient records Leads or mentors lower level team members.

Responsibilities

• Receive, process, and track incoming and outgoing referrals.
• Coordinate appointments and schedules with internal and external providers.
• Obtain and document insurance authorizations and pre-certifications as required.
• Collect and maintain required demographic, insurance, and referral documentation.
• Monitor referral work queues and follow up on outstanding referrals.
• Communicate appointment information, referral status, and administrative requirements to patients and referring offices.
• Facilitate transmission of medical records, referral documentation, and supporting information.
• Enter and update patient and referral information accurately in the electronic health record and applicable systems.
• Maintain referral logs, reports, and other records as required.
• Identify and escalate clinical questions, urgent symptoms, or patient concerns to licensed clinical staff according to established procedures.
• May act as a team lead, creating a collaborative and respectful team environment and improving workflows.
• Mentor new team members.
• Maintain compliance with HIPAA, organizational policies, and regulatory requirements.
• Participate in process improvement activities related to referral management and patient access.
• Perform other duties as assigned.

Qualifications

• Knowledge of medical terminology, referral processes, and insurance authorization requirements.
• Ability to navigate electronic health records and scheduling systems.
• Ability to operate a multi-line telephone system while providing excellent service
• Strong organizational and attention to detail skills.
• Ability to establish and maintain effective working relationship with patients, employees and the public.
• Ability to maintain strictest confidentiality and adherence to all HIPAA guidelines/regulations.
• Ability to team lead, creating a collaborative and respectful team environment and improving workflows.
• Ability to mentor new team members.

EDUCATION:

• High school diploma or GED is required.

PREFERRED:

• Bilingual in English and Spanish.

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has been recognized by Forbes as one of America’s Best Employers for Company Culture .

Benefits Overview

UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.

Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists. Employees receive $50,000 of group term life insurance and $50,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.

Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.

Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits.

Disability - Employees can enroll in the Disability Insurance which provides income if a non-work related illness or injury prevents you from working.

FSAs - Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.

Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.

Time Off - A generous leave program offers multiple paid leave options:

• Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.
• Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.
• Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.
• Holidays: 12 set paid holidays each year.

Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.

EEO Statement

UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.