Referral Coordinator

The Referral Coordinator plays a critical role in ensuring a smooth and timely intake process for clients seeking services. This position is responsible for managing incoming referrals, guiding clients from initial contact through scheduling, and ensuring all necessary information is collected and processed efficiently. The Referral Coordinator works closely with clients, providers, reception, and billing to ensure coordinated care and timely access to services.

Key Responsibilities

• Receive and manage referrals from multiple sources, including phone calls, fax, email, and online submissions
• Prioritize referrals based on urgency and client needs
• Collect and document client information, including demographics, insurance details, and reason for services
• Complete initial program screenings to help determine appropriate services
• Verify insurance eligibility using multiple insurance portals and collaborate with the billing department
• Create and maintain accurate client charts and records
• Schedule intake appointments based on provider availability and client needs
• Send intake paperwork and coordinate follow-up tasks to ensure completion
• Track referral status and maintain accurate documentation across systems
• Follow up with clients who have not completed the intake process
• Communicate with referral sources as needed
• Manage a high volume of incoming calls and referrals while maintaining professionalism and efficiency
• Collaborate with providers, reception, and internal teams to ensure continuity of care

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• Previous experience in healthcare, behavioral health, or a related administrative role preferred
• Experience with insurance verification and medical terminology is a plus
• Strong organizational and multitasking skills
• Excellent communication and customer service skills
• Ability to handle sensitive and high-need client interactions with professionalism and empathy
• Proficiency in electronic health records (EHR) systems and Microsoft Office