Referral Coordinator

About the Role

The Referral Coordinator is a key member of our practice, serving as the primary liaison between referring providers, patients, and our clinical team. This role is responsible for managing the referral pipeline from receipt through consultation and surgery, ensuring every patient receives timely follow-up while fostering strong relationships with referring and co-managing providers.

Core Values

All SharpeVision employees must continuously demonstrate our 5 Core Values:

• Committed to Growth (Personal & Professional)
• Be an Excellent Communicator
• Have Fanatical Attention to Detail
• Be Genuine and Authentic
• Be Patient-Focused

Responsibilities

• Manage all incoming referrals from outside providers, ensuring referrals are processed accurately and promptly.
• Review referral documentation for completeness and obtain any missing records, imaging, or clinical information.
• Maintain accurate referral tracking within the EMR and referral management systems.
• Monitor referral status from receipt through consultation, surgery, and communication back to referring providers.
• Ensure referrals do not fall through the cracks by proactively managing outstanding items and following up as needed.
• Follow up with patients who have not scheduled recommended surgery or have delayed treatment.
• Identify and address barriers to scheduling while providing education and support throughout the decision-making process.
• Track and report referral outcomes, consultation completion, and surgical conversion metrics through the CRM system.
• Serve as the primary point of contact for referring and co-managing providers and their staff.
• Ensure timely communication of consultation notes, surgical updates, and postoperative reports to referring providers.
• Respond promptly to provider inquiries and coordinate patient care across practices.
• Conduct on-site visits to referring providers as needed to maintain and build long term relationships.
• Answer incoming phone calls professionally and efficiently.
• Assist with front desk operations, patient scheduling, check-in, and administrative support as needed.
• Process all medical records requests.
• Maintain confidentiality and comply with HIPAA and all organizational policies.

Qualifications

• High school diploma or equivalent required; associate degree or healthcare-related education preferred.
• Minimum of 2 years of experience in a medical office, specialty practice, surgical scheduling, referral coordination, or healthcare administration preferred.
• Experience in a surgical specialty practice is strongly preferred.
• Knowledge of medical terminology, electronic medical records (EMR), and CRM systems.
• Prior experience with Modernizing Medicine, Phreesia, and MD Prospects is highly desired but not required.

Required Skills

• Exceptional organizational skills with meticulous attention to detail.
• Outstanding interpersonal, written, and verbal communication skills.
• Proven ability to build and maintain professional relationships with providers, staff, and patients.
• Strong customer service mindset with empathy and professionalism.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Self-motivated with excellent follow-through and accountability.
• Analytical mindset with the ability to track referral activity and identify opportunities to improve patient conversion.
• Positive, collaborative attitude and commitment to delivering an exceptional patient experience.
• Fluency of the English language with excellent oral and written comprehension and expression.
• Ability to use basic mathematical methods or formulas for business related calculations.
• Ability to think critically, problem solve, use judgement and make decisions.
• Proficiency with Accounting Applications, Charting Software, Document Management Software, Microsoft Office Suite, Email, Calendar and Scheduling Software, Medical Software, Internet, Data Entry, and Inventory Management Applications.

Pay & Benefits

Pay Range: 19 - 21 USD per hour (Bellevue)

Benefits include:

• Free LASIK
• Medical/Dental/Vision Insurance
• 14 Days Paid Time Off (Accrual Increase after 1 Year)
• 9 Paid Holidays - Including Birthday Holiday
• 401(k) Plan with 6% Match
• Group Life Insurance
• Hospital and Accidental Insurance Options
• Long & Short Term Disability Insurance
• Reimbursement for COA, COT, and/or COMT Certification
• Continuing Education Allowance
• Employee recognition through our Assembly platform & Employee of the Quarter - earn vision points that translate into gift cards, Amazon purchases, and several other rewards
• A Beautiful Work Environment

Schedule & Work Environment

• Full-time position
• Location: Bellevue, WA with travel to Renton, WA location
• Some travel is expected to provider sites as needed and travel between the Bellevue & Renton SharpeVision locations is a must
• Reports To: Billing Director
• No direct reports within this role
• Work environment is indoors and environmentally controlled with low to moderate noise level
• Regularly required to sit; use hands and arms to handle, grasp, position, move and control objects; reach with hands and arms; talk and hear