Referral Coordinator- WTO

We are seeking a Referral Coordinator to oversee and coordinate all incoming patient referrals to our orthopedic practice. This role serves as the primary point of contact between the practice, referring providers, patients, and internal clinical teams to ensure referrals are processed, scheduled, and communicated efficiently.

About the Role

The Referral Coordinator will actively track referrals from receipt through scheduling to prevent unnecessary delays in patient care and ensure referral opportunities are not lost. This position collaborates closely with scheduling, phone operations, providers, and clinical teams to identify the appropriate provider and facilitate timely patient access. Additionally, the role focuses on strengthening relationships with referring providers through consistent communication, follow-up, and community outreach.

Responsibilities

• Referral Management and Patient Access
  • Manage and coordinate all incoming referrals from electronic, faxed, telephone, and other sources.
  • Review referrals for completeness, ensuring necessary patient information, medical records, imaging, insurance details, and other documentation are obtained.
  • Determine the appropriate orthopedic provider or specialty based on the patient’s diagnosis, condition, and provider-specific scheduling guidelines.
  • Work closely with physicians and clinical teams to facilitate timely appointments and identify options for expedited evaluations.
  • Assist in resolving referral or scheduling barriers that may delay patient care.
  • Identify urgent referrals and communicate with clinical teams when additional review or expedited scheduling is needed.
• Referral Tracking and Retention
  • Maintain an accurate tracking process for all incoming referrals from receipt through scheduling and completion.
  • Follow up on patients who have not been successfully contacted or scheduled.
  • Identify trends in referrals that are redirected, declined, or lost to competing practices and escalate concerns to leadership.
  • Monitor referral volumes and sources to identify changes in referral patterns.
  • Assist leadership in evaluating referral leakage and opportunities to improve patient retention and access.
• Referring Provider Communication
  • Serve as a primary resource for referring physician offices regarding referral status and scheduling.
  • Communicate with referring offices once patients are scheduled and provide appointment details as needed.
  • Follow up with referring offices when additional records, imaging, authorizations, or clinical information are required.
  • Ensure referring offices receive consistent communication and have a reliable point of contact within the practice.
• Phone Operations Support
  • Assist staff with questions about incoming telephone referrals, provider specialties, scheduling guidelines, and patient placement.
  • Help troubleshoot referrals that do not clearly fit established scheduling criteria.
  • Provide education and updates to scheduling and phone staff regarding referral processes and provider-specific requirements.
• Community and Provider Outreach
  • Participate in outreach efforts to strengthen relationships with current and potential referring providers.
  • Conduct periodic visits to referring physician offices to introduce services, gather feedback, and address concerns.
  • Educate referring offices about orthopedic services, provider specialties, new providers, scheduling processes, and patient access options.
  • Work with practice leadership to identify opportunities to grow referral relationships within the community.
  • Gather feedback from referring offices about their experience with the referral and scheduling process and communicate improvement opportunities to leadership.

Requirements

• High school diploma or equivalent required.
• Previous experience in a physician practice, referral coordination, scheduling, medical office, patient access, or healthcare setting preferred.
• Orthopedic or specialty practice experience strongly preferred.
• Knowledge of medical terminology and healthcare referral processes preferred.
• Strong organizational skills with the ability to manage and track a high volume of referrals.
• Excellent verbal and written communication skills.
• Strong customer service and relationship-building skills.
• Comfortable conducting outreach and meeting directly with referring physician offices.

Physical Requirements

• Ability to stand, walk, sit, stoop, reach, lift, see, speak, and hear.
• Lifting is limited to 35 lbs. for clinical staff and 50 lbs. for non-clinical staff; assistance or an assisted-lift device must be used for weights exceeding these limits.

Schedule

Full Time, Monday–Friday, 8:00 AM–5:00 PM.