Medical Front Office and Referral Coordinator

Position Summary

The Check-Out / Referral Coordinator is responsible for ensuring patients complete the check-out process efficiently after their visit and coordinating specialty referrals, diagnostic testing, and follow-up appointments as ordered by providers. This position serves as a liaison between patients, providers, specialists, insurance companies, and diagnostic facilities to ensure continuity of care and excellent customer service.

Essential Duties and Responsibilities

Patient Check-Out

• Greet patients in a professional and courteous manner at the conclusion of their visit.
• Schedule follow-up appointments according to provider recommendations.
• Review provider orders and ensure all follow-up care is arranged.
• Collect copayments, balances, and other patient financial responsibilities.
• Verify patient demographic and insurance information as well as PCP information.
• Provide patients with visit summaries, instructions, and educational materials as directed.
• Answer patient questions regarding scheduling, referrals, and next steps in care.

Referral Coordination

• Process referrals to specialists, imaging centers, laboratories, and other healthcare providers.
• Obtain and track insurance authorizations and referrals when required.
• Communicate referral information to patients and receiving providers.
• Ensure referral documentation, medical records, and test results are transmitted accurately and timely.
• Monitor referral status and follow up on pending appointments or authorizations.
• Document referral activities within the electronic health record (EHR).
• Maintain referral logs and ensure completion of ordered services.

Insurance and Authorization Management

• Verify insurance requirements for referrals and prior authorizations.
• Obtain and document authorization numbers and approval dates.
• Coordinate with insurance companies regarding referral and authorization issues.
• Notify providers and patients of authorization denials or delays.

Administrative Duties

• Answer incoming phone calls related to scheduling and referrals.
• Assist patients with appointment rescheduling and cancellation requests.
• Maintain confidentiality in accordance with HIPAA regulations.
• Scan, upload, and manage patient documents within the EHR.
• Participate in quality improvement initiatives and workflow enhancements.

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