Referral Specialist

Description

Candidates must reside in FL, SC, GA, PA, or OH. 

The Referral Specialist is responsible for processing and managing inbound patient referrals to support timely scheduling, accurate documentation, and effective communication with referring providers. This role ensures referrals are complete, documented appropriately, and closed-loop communication is maintained through fax and other channels. The Referral Specialist plays a key role in improving access to care, supporting provider relationships, and ensuring a seamless referral-to-appointment experience for patients.

Essential Functions and Responsibilities:

Referral Processing & Documentation Management

• Receive, review, and process inbound patient referrals via fax, electronic systems, or other designated channels.
• Validate referral completeness, including required documentation, orders, demographics, and insurance information.
• Track referral status and ensure all required documentation is obtained prior to scheduling or escalation.
• Accurately document referral activity, status updates, and outcomes in the patient’s medical record and referral tracking systems.

Scheduling & Patient Coordination

• Contact patients to schedule appointments in accordance with referral requirements, provider availability, and practice      guidelines.
• Educate patients on next steps, appointment expectations, and documentation needs.
• Coordinate with internal scheduling teams or clinics as needed to ensure appropriate appointment placement.

Provider Communication & Closed-Loop Follow-Up

• Maintain closed-loop communication with referring provider offices by confirming receipt, requesting missing documentation and sending appointment updates or outcomes via fax or approved communication channels.
• Follow up on incomplete or pending referrals to prevent delays in care.
• Respond to inquiries from provider offices regarding referral status, scheduling, or documentation requirements.

Quality, Compliance & Workflow Adherence

• Ensure all referral processing and communications comply with company policies, HIPAA regulations, and documentation      standards.
• Monitor referral queues and worklists to meet turnaround time and productivity expectations.
• Identify recurring referral issues, documentation gaps, or workflow challenges and escalate to leadership as appropriate.

Collaboration & Continuous Improvement

• Collaborate with clinics, scheduling teams, and leadership to resolve referral-related issues and improve workflows.
• Provide feedback on referral trends, common errors, and opportunities to improve referral intake and provider      communication processes.
• Maintain a professional, courteous, and service-oriented demeanor in all patient and provider interactions.

Benefits:

As a team member at Eye Health America, you'll enjoy:

• Medical, Dental, Vision, Short-term Disability, Long-term Disability, Life Insurance, etc.
• Matching 401(k)
• Employee Discount
• Wellness Program
• Paid Vacation & Holidays
• Training/Advancement opportunities

Requirements

Minimum Qualifications

• 2–4 years of experience in referral management, patient scheduling, or a clinic setting.
• Experience processing referrals, managing documentation, or working with provider offices preferred.
• Demonstrated ability to document accurately in an EMR or referral tracking system.
• Basic proficiency with Microsoft Office (Outlook, Teams, Word, Excel) and comfort learning new systems.

Skills and Abilities:

• Strong organizational skills with high attention to detail and follow-through.
• Excellent written and verbal communication skills for patient and provider interactions.
• Ability to manage multiple referrals and priorities in a fast-paced environment.
• Strong problem-solving skills, particularly related to missing documentation or scheduling barriers.
• Comfort working with fax systems, referral queues, and documentation workflows.
• Patient-centered mindset with professionalism and empathy.
• Commitment to patient confidentiality and secure handling of protected health information.