Referral Coordinator

Referral Coordinator / Office Administrator

Position Type: Full-Time

Reports To: Assistant Clinical Director / Office Manager

Location: North Carolina, Siler City

Position Summary

The Referral Coordinator / Office Administrator plays a vital role in managing the front-of-house operations and driving the intake pipeline for our clinical team. This dual-functioning role is responsible for accurately processing, tracking, and coordinating client referrals, while simultaneously maintaining efficient, organized, and welcoming office operations. The ideal candidate balances excellent clinical compliance standards with top-tier administrative coordination.

Key Responsibilities

Referral Coordination & Intake Pipeline

Process Referrals: Act as the primary point of contact for receiving, reviewing, and logging incoming client referrals from insurance providers, community partners, schools, and self-referrals.

Referral Follow-Up & Source Engagement: Serve as the primary liaison for external referral sources (e.g., schools, insurance providers, community partners), providing timely updates on client engagement status, intake completion, or service transitions throughout the year to maintain strong community relationships and care continuity.

Insurance & Authorization Verification: Verify client insurance eligibility and obtain necessary prior authorizations for outpatient services using the Electronic Health Record (EHR) system.

Documentation Compliance: Review incoming paperwork for accuracy and completeness, ensuring all necessary records are uploaded and flagged for clinical review.

Clinician Assignment Coordination: Collaborate closely with the Assistant Clinical Director and Team Leads to assign new clients to available Outpatient Therapists, Qualified Professionals (QPs), or School-Based Therapists based on caseload and specialization.

Client Outreach: Contact clients or guardians to explain the onboarding process, collect missing intake documentation, and guide them through preliminary electronic consent forms (e.g., DocuSign).

Office Administration & Operations

Front Desk Management: Greet visitors, answer phones with a friendly greeting, and route incoming calls, manage office correspondence and maintain a highly professional, welcoming front-office environment.

Logistics & Scheduling Support: Assist the Office Manager with local office logistics, including coordinating staff schedules, room assignments, and maintaining office supplies.

File & Systems Management: Ensure digital and physical administrative files are organized and strictly compliant with HIPAA regulations.

Onboarding Coordination: Partner with HR and the Office Manager to support localized logistics for new hires, including distributing office equipment, keys, and tracking initial training status.

Billing & Mileage Support: Help cross-check administrative reporting data, such as mileage tracking records or initial billing logs, prior to payroll submission.

Qualifications & Requirements

Education: High school diploma or equivalent required; Associate's or Bachelor's degree in Healthcare Administration, Business Administration, or Human Services preferred.

Experience: 13 years of experience in a medical or mental health office setting handling referrals, medical billing, or front-desk administration.

Technical Proficiency:

o Experience navigating Electronic Health Record (EHR) systems (experience with platforms like Tebra is a strong plus).

o Proficiency with Microsoft Office 365, Google Workspace, and electronic signature software (DocuSign).

o Familiarity with general HR or scheduling platforms (e.g., ADP).

Core Competencies:

o Communication: Exceptional written and verbal communication skills, with a collaborative team-player mindset.

o Organization: High attention to detail with an ability to manage multiple moving parts without dropping the ball.

Confidentiality: Strict adherence to HIPAA guidelines, maintaining absolute discretion regarding sensitive client and personnel data.