New Patient Referral Coordinator

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Position Overview

Chiropractique is seeking a New Patient Referral Coordinator to manage the referral and intake process for new patients from initial referral through their first scheduled visit.

This position serves as an important connection between referring providers, new patients, insurance carriers, and the Chiropractique care team. The coordinator will collect and organize referral information, verify required documentation, communicate with patients, coordinate appointments, and help ensure new patients move smoothly through the intake process.

The ideal candidate is organized, responsive, detail-oriented, and comfortable communicating with patients and healthcare offices.

Key Responsibilities

New Patient Referral Management

• Receive and process new patient referrals from healthcare providers and other referral sources.
• Review referrals for completeness and identify missing information.
• Enter referral and patient information accurately into the practice management or electronic health record system.
• Track referrals from receipt through appointment scheduling.
• Maintain organized records of pending, completed, and outstanding referrals.

Referral Follow-Up

• Contact referring offices when additional documentation or information is needed.
• Follow up on incomplete or delayed referrals.
• Communicate referral status to appropriate members of the Chiropractique team.
• Maintain timely follow-up on outstanding referral requirements.
• Identify referral issues that may delay patient scheduling and escalate them appropriately.

New Patient Intake

• Contact referred patients to introduce the practice and begin the intake process.
• Collect basic demographic, contact, insurance, and referral information.
• Help patients understand the next steps required before their first appointment.
• Answer general questions about scheduling, paperwork, and the referral process.
• Ensure required forms and documentation are completed before the patient's visit when applicable.

Scheduling Coordination

• Coordinate initial appointments for referred patients.
• Work with providers and front-office staff to identify appropriate appointment availability.
• Reschedule appointments when necessary.
• Maintain accurate scheduling information.
• Help minimize delays between referral receipt and the patient's first visit.

Insurance & Authorization Support

• Review available insurance information associated with new referrals.
• Coordinate with insurance verification staff regarding eligibility and benefits when applicable.
• Identify potential referral, authorization, or documentation requirements.
• Track outstanding authorization-related information.
• Communicate verified administrative information to patients without providing independent insurance advice.

Patient Communication

• Communicate with new patients by phone, email, and other approved communication channels.
• Provide clear instructions regarding paperwork, appointments, referrals, and required documentation.
• Respond professionally to patient questions and concerns.
• Maintain a welcoming and supportive experience for patients entering the practice.

Provider & Office Coordination

• Communicate with referring physicians, medical offices, therapists, and other referral partners.
• Request records or supporting documentation when authorized and necessary.
• Coordinate with chiropractors and administrative staff regarding new-patient needs.
• Ensure referral information is available to the appropriate team before the patient's appointment.

Administrative Support

• Maintain accurate referral logs and tracking systems.
• Monitor referral turnaround times and outstanding tasks.
• Assist with maintaining accurate patient records.
• Prepare basic referral and intake reports as requested.
• Follow established privacy, documentation, and communication procedures.

Qualifications

• High school diploma or equivalent.
• 1–3 years of experience in healthcare administration, patient scheduling, referrals, medical reception, patient access, or a related field preferred.
• Strong organizational and follow-up skills.
• Excellent verbal and written communication skills.
• Comfortable communicating with patients and healthcare offices.
• Strong attention to detail and data accuracy.
• Ability to manage multiple referrals and deadlines simultaneously.
• Comfortable using electronic health records, scheduling systems, email, and standard office software.
• Ability to maintain confidentiality when handling patient information.

Preferred Qualifications

• Experience in a chiropractic, physical therapy, rehabilitation, orthopedic, wellness, or outpatient healthcare practice.
• Experience working with physician referrals or specialty-care referrals.
• Familiarity with insurance eligibility, authorizations, and referral requirements.
• Experience with healthcare scheduling or practice-management software.
• Previous experience coordinating records between healthcare providers.
• Familiarity with HIPAA and patient privacy practices.

Core Competencies

• New Patient Coordination
• Referral Management
• Appointment Scheduling
• Patient Communication
• Provider Communication
• Documentation & Data Accuracy
• Insurance & Authorization Support
• Follow-Up Management
• Organization & Time Management
• Customer Service
• Problem Solving
• Confidentiality

Performance Expectations

Success in this role is demonstrated by:

• Timely processing of incoming referrals.
• Accurate and complete patient information.
• Consistent follow-up on outstanding referral requirements.
• Efficient conversion of referrals into scheduled new-patient appointments.
• Clear communication with patients and referring offices.
• Fewer administrative delays before new-patient visits.
• Accurate documentation throughout the referral process.

Pay: $23.62 - $28.44 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: Remote