Administrative & Referral Coordinator

Position Summary

Serves as an administrative liaison for Orthopedic Surgery patients, physicians, APPs, referring providers, insurers, and outside facilities. Key assigned responsibilities include administrative coordination of provider-related forms and documentation requests, including FMLA, disability, work-status, return-to-work, workers’ compensation, PT/OT, insurance, and other patient or third-party forms. Supports referral, scheduling, registration, fax, phone, and general administrative workflows as needed to facilitate access to care and communication across the department.

Essential Duties & Responsibilities

• Provider Forms / Documentation Coordination: Coordinates provider-related forms and documentation requests for Orthopedic Surgery physicians and APPs, including FMLA, disability, work-status, return-to-work, workers’ compensation, PT/OT plans of care, insurance forms, and other patient or third-party forms. Receives, reviews, tracks, routes, faxes/scans/uploads, and follows up on forms and related correspondence. Reviews available documentation/EMR to locate administrative and provider-documented information needed to support form completion and escalates clinical questions appropriately.
• Registration / Admission / Pre-Scheduling: Supports registration, demographic verification, insurance verification, authorization information, and related patient access workflows as needed.
• Referral Management: Supports referral and authorization workflows, communicates with insurers/outside facilities, documents approval information, and assists with follow-up on incomplete or delayed items.
• Appointment Scheduling: Supports scheduling-related workflows as needed, including patient communication, provider schedule coordination, and cross-coverage for appointment-related administrative needs.
• Training / Orientation Support: Attends required training and supports workflow standardization, tracking tools, and department processes related to forms, referrals, scheduling, and administrative workflows.
• Performs other duties as needed.

Education

• High School diploma required.
• Additional professional certifications or completion of business school preferred.

Experience

• Knowledge of insurance products and referral scheduling experience preferred.
• Experience in ambulatory care, surgical specialties, orthopedics, rehab/PT/OT, medical records, or provider support preferred.
• Familiarity with medical terminology and provider-related forms, including FMLA, disability, workers’ compensation, and return-to-work documentation preferred.

Knowledge, Skills, & Abilities

• Ability to review available documentation/EMR to locate administrative and provider-documented information needed to support forms, referrals, authorizations, and related workflows.
• Familiarity with medical terminology and provider-related documentation.
• Working knowledge of managed care: overall understanding of HMO, PPO, and others; proficient knowledge of process of obtaining insurance approvals, referrals, billing, and co-payments.
• Experience handling patient flow is helpful.
• Requires strong computer skills and knowledge of the PC applications. Windows environment and Microsoft Office products preferred. Knowledge of registration systems a plus.
• Excellent English communication skills (verbal and written).
• Excellent professional demeanor. Must be able to work effectively with all levels of staff and management.
• Excellent interpersonal skills. Must be able to show empathy and be courteous and diplomatic with patients.
• Must frequently work independently, take initiative and handle multiple tasks with conflicting priorities.
• Team player with ability to work cross-organizationally to get issues resolved.
• Ability to maintain confidentiality.

Compensation

Range: $21.39 – $30.05 per hour. This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness.