Referral & Health Information Coordinator

About the role

The Referral & Health Information Coordinator functions under the supervision and guidance of the Referral Team Lead. This position works closely with the clinical staff and outside agencies to ensure timely processing, tracking, and follow-up of external and internal referrals. The Health Information Coordinator is also responsible for the timely processing of all internal and external medical record requests, radiology prior authorizations, and handling mail related to referral coordination and medical record requests.

Responsibilities

• Serves as the system navigator and point of contact for patients and families. Patients and their families will have direct access for asking questions and raising concerns.
• May assume advocate role on the patient's behalf with the carrier to ensure approval of the necessary supplies/services for the patient in a timely fashion.
• Ensures that patient's primary care chart is up to date with information on specialist consults, hospitalizations and ER visits related to their health.
• Coordinates with the Health Information Management (HIM) staff to track the status of all provider reports on patients referred to hospitals, outside clinics and specialty providers.
• Responds to patient’s requests in a timely and efficient manner.
• Maintains confidentiality of patient’s information at work and off duty.
• Relays messages in a timely manner to appropriate health care providers.
• Affords assistance in making patient appointments and placing necessary referrals in a timely manner.
• Maintains ongoing tracking and appropriate documentation on referrals to promote team awareness and ensure patient safety.
• Assembles information concerning patient's clinical background and referral needs.
• Follows referral guidelines, provide appropriate clinical information to specialist.
• Contacts appropriate agency/organization to ensure prior approval requirements are met.
• Presents necessary medical information such as history, diagnosis and prognosis.
• Provides specific medical information to financial services to maximize reimbursement to the hospital and physicians.
• Ensures that an efficient system of communication and processing medical calls.
• Maintains accuracy and confidentiality of patient information.
• Sorts and categorizes mail and packages according to department.
• Maintains records of deliveries made and tracks mail and packages as required.
• Ensures the confidentiality and security of sensitive documents and packages.
• Processes all incoming mail by opening, scanning, and validating each item in mail software.

Requirements

• High school diploma or equivalent required.
• Completion of an accredited Medical Assistant program preferred.
• Certification as a Medical Assistant is optional.
• 1–2 years of experience as a Medical Assistant required.
• Experience in referral coordination, care coordination, or medical office workflows strongly preferred.
• Previous work in Health Information Management (HIM) or medical records processing is a plus.
• Familiarity with insurance authorization processes, specialist referrals, and clinical documentation preferred.
• Proficiency with electronic health records (EHR), scanning systems, and basic office software required.

Qualifications

• Experience as a Medical Assistant is required.
• Strong interpersonal and communication skills with the ability to interact professionally with patients, providers, and external agencies.
• Excellent organizational skills with the ability to prioritize tasks, multitask, and manage time effectively in FQHC setting.
• Ability to demonstrate cultural competence, empathy, and professionalism in all patient interactions.
• Strong critical thinking and problem-solving skills, especially when navigating insurance barriers, prior authorizations, and community resources.
• Proficiency in electronic health records (EHR) systems—experience with systems commonly used in FQHCs (e.g., NextGen, eClinicalWorks, Athena) preferred.
• Ability to maintain accurate records while ensuring compliance with HIPAA and FQHC regulatory requirements.
• Reliable, flexible, and able to adapt to a fast-paced, team-oriented environment.
• Knowledge of FQHC operations, including sliding fee scale processes, care coordination protocols, and community health workflows.
• Strong understanding of referral coordination, care management, and population health practices.
• Working knowledge of medical terminology, specialty care processes, and clinical documentation standards.
• Familiarity with insurance requirements for Medicaid, Medicare, and managed care plans commonly utilized by FQHC patients.
• Understanding of social determinants of health (SDoH) and how they affect access to care and follow-through on referrals.
• Knowledge of Health Information Management (HIM) practices, including release of information, medical record requests, and documentation compliance.

Skills

• Experience as a Medical Assistant is required.
• Strong interpersonal and communication skills with the ability to interact professionally with patients, providers, and external agencies.
• Excellent organizational skills with the ability to prioritize tasks, multitask, and manage time effectively in FQHC setting.
• Ability to demonstrate cultural competence, empathy, and professionalism in all patient interactions.
• Strong critical thinking and problem-solving skills, especially when navigating insurance barriers, prior authorizations, and community resources.
• Proficiency in electronic health records (EHR) systems—experience with systems commonly used in FQHCs (e.g., NextGen, eClinicalWorks, Athena) preferred.
• Ability to maintain accurate records while ensuring compliance with HIPAA and FQHC regulatory requirements.
• Reliable, flexible, and able to adapt to a fast-paced, team-oriented environment.
• Knowledge of FQHC operations, including sliding fee scale processes, care coordination protocols, and community health workflows.
• Strong understanding of referral coordination, care management, and population health practices.
• Working knowledge of medical terminology, specialty care processes, and clinical documentation standards.
• Familiarity with insurance requirements for Medicaid, Medicare, and managed care plans commonly utilized by FQHC patients.
• Understanding of social determinants of health (SDoH) and how they affect access to care and follow-through on referrals.
• Knowledge of Health Information Management (HIM) practices, including release of information, medical record requests, and documentation compliance.

Benefits

This position offers competitive compensation and benefits package, including health insurance, retirement plan, paid time off, and other perks typical of a forward-thinking healthcare organization.

Pay

Compensation is commensurate with experience and qualifications.

Schedule

The schedule is flexible and typically includes standard business hours, with occasional evening and weekend work as needed.