Referral Coordinator

Workforce Classification: On-site Kinwell was founded on the principle of personalized, whole-hearted care for every patient. We believe the best healthcare is a conversation, and one that includes nutrition, fitness, sleep, and behavioral health. Our Clinicians and Clinic Support staff drive real change in their patient’s well-being. Along the way, we are setting a new standard for primary care, making it more accessible, impactful, and holistic. We are dedicated to building great places to work. We value all teammates and respect a diversity of thought, ideas, and cultures—all focused on the common goal of nurturing the health of those we serve. Kinwell fosters a culture that promotes employee growth, collaborative innovation, and inspired leadership. We bring agility to work every day and thrive on the opportunity to create something refreshing and new. This is where you come in. If you are looking for a new primary care opportunity, one based on the quality of care, not the quantity of patients, please consider our available positions. The Referral Coordinator is responsible for managing patient referrals to specialists, external healthcare providers, and other service providers. This role ensures timely processing of referrals, accurate communication with patients, and coordination between our clinic and external facilities. The Referral Coordinator plays a vital role in supporting patient care continuity, optimizing patient experience, and streamlining operations within our clinic. This role will work on-site at one of our following clinics: Ballard (Seattle), Lynnwood, Redmond, Federal Way, Wenatchee, North Country Homes (Spokane), or Spokane Valley. What you’ll do: Process, coordinate, prioritize, and follow up on patient referrals to ensure timely and efficient transitions of care. Proactively identify issues and delays in the referral process and implement solutions. Schedule appointments with specialists and external providers based on patient needs, insurance requirements, and provider availability. Ensure integrity in standard referral processes and workflows; drive and implement improvements when opportunities are identified. Ensure that all necessary medical records, information, and referral documents are provided to the internal or external providers in a timely manner. Verify insurance coverage for all referrals and obtain any required pre-authorizations. Develop and maintain strong working relationships with external providers and specialists to facilitate efficient referrals. Communicate effectively with patients regarding referral status, appointment details, preparation instructions, and any follow-up actions. Act as a point of contact for patient inquiries related to referrals, providing updates and addressing concerns as needed. Accurately document all referral-related information in the Electronic Medical Records (EMR) system, including notes on follow-up actions, appointment confirmations, and patient communication. Maintain organized and up-to-date records of all referrals and report on referral statuses as required. Ensure compliance with all federal and state regulations, including HIPAA, in handling patient information and coordinating referrals. What you’ll bring: High school diploma or equivalent relevant work experience. Two years’ experience in a healthcare setting, preferably in referral coordination, medical scheduling, or similar administrative role. Demonstrated experience in a customer service environment. Proficiency in EMR systems (e.g., Epic, Cerner), Microsoft Office Suite, and insurance verification portals. Knowledge of medical terminology, referral processes, and healthcare regulations (e.g., HIPAA). Excellent verbal and written communication skills, with the ability to interact professionally with patients, providers, and external partners. Ability to create accurate and thorough documentation, strong time management, and multitasking abilities. Demonstrates a patient-centered approach, prioritizing positive patient experiences and smooth care transitions. Associate degree (AA) or certificate in a healthcare-related field. (Preferred) Experience using Epic EMR system. (Preferred) Working Environment Work is primarily performed in an office setting within a healthcare organization, which may include proximity to patient care areas. The work environment is generally quiet, but may involve some interruptions, high-paced demands and interactions with various departments. This role requires the ability to navigate within clinical or administrative areas of a healthcare organization. Physical Requirements The following have been identified as essential physical requirements of this job and must be performed with or without an accommodation: This is primarily a sedentary role with prolonged periods of sitting at a desk and working on a computer. Ability to lift or carry items weighing up to 25 pounds; occasionally may need to bend, stoop, or reach to retrieve items. This role requires the ability to use a keyboard and computer for extended periods of time and to communicate clearly and understandably in person and over the telephone. Manual dexterity for data entry and use of office equipment. Vaccine Requirement: Kinwell Health currently requires all teammates to provide proof of or complete a written attestation of a religious or medical exemption for influenza and Hepatitis B vaccines. Healthcare providers may also be subject to CDC recommended vaccines. Kinwell provides equal employment opportunities to all without regard to race, color, religion, sex (including sexual orientation or gender identity), national origin, age, disability, genetic information or other protected status. Applicants with disabilities may be entitled to reasonable accommodations under the terms of the American with Disabilities Act and certain state or local laws. A reasonable accommodation is an adjustment to our standard application and/or interview process which will ensure an equal employment opportunity without imposing undue hardship on Kinwell. Please inform our Talent Acquisition team (View email address on click.appcast.io) if you are requesting an accommodation to participate in the application process. What we offer: Paid Time Off & Paid Holidays Medical/Vision/Dental Insurance Personal Funding Accounts (HSA, FSA, DCA) 401K Basic Life Insurance Disability-Short Term and Long-Term Supplemental Life and ADD&D Tuition Reimbursement for qualifying programs Employee Assistance The pay for this role will vary based on a range of factors including, but not limited to, a candidate’s geographic location, market conditions, and specific skills and experience. National Salary Range: $44,800.00 - $67,200.00 Kinwell is a new primary care network in Washington. Launched in 2020, Kinwell now has clinics in communities across the state, including Seattle, Redmond, Wenatchee, and Spokane. We believe healthcare is a conversation not a transaction, and include nutrition, fitness, and behavioral health as part of that conversation. Our patients enjoy longer appointment times and our clinicians can focus on the quality of care rather than the number of patients seen. We hope you’ll consider joining our vibrant and growing team! Learn More About Kinwell