Referral Coordinator- Outbound

About this role

Job Posting Title: Referral Coordinator- Outbound ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: PURPOSE The Referral Coordinator plays a key role in ensuring timely and accurate coordination of patient referrals across clinics within the healthcare system. Primary responsibilities include tracking referral status, resolving pre-authorization and registration issues, and documenting all actions in compliance with HIPAA standards. This role verifies insurance coverage, obtains authorizations, schedules appointments, and maintains complete and accurate patient demographic and insurance information in the EHR. Acting as a liaison between patients, providers, and scheduling teams, the Referral Coordinator answers referral-related calls promptly and courteously, strives for first-call resolution, and communicates appointment details and expectations to patients. This position supports continuity of care and helps improve patient experience and operational efficiency.

RESPONSIBILITIES Manage Referral Processing • Processes and tracks patient referrals to specialists and ancillary services. • Maintains ongoing tracking and documentation of referrals in EHR (e.g., Athena, Epic, etc.). • Ensures complete and accurate patient demographic, insurance, and authorization details. • Obtains referral authorization from insurance carriers and documents authorization numbers.

Coordinate Scheduling • Assists patients with scheduling appointments and reviews referral details and expectations. • Notifies patients of scheduled appointments via phone and provides preparation instructions. • Works as liaison between scheduling department and patient; sends tasks accordingly. • Resolves pre-authorization, registration, or other referral-related issues prior to appointments.

Communication and Customer Service • Answers and makes phone calls promptly, courteously, and efficiently. • Handles referral-related calls and strives for first-call resolution. • Establishes and maintains relationships with identified service providers. • Interacts respectfully and collaboratively with patients and families to build trust.

Compliance and Documentation • Completes all direct and indirect care documentation in a timely manner. • Ensures patient records are current and complete in EHR systems. • Adheres to HIPAA and organizational privacy standards.

Issue Resolution and Support • Follows up on patient referral inquiries not immediately resolved. • Notifies Patient Access Manager of any issues or concerns from patients or providers. • Assists other departments or business needs as directed.

REQUIRED QUALIFICATIONS: • High School Diploma/GED • At least 2 year(s) of experience in healthcare administration, patient access, or referral coordination.

Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS: • Associate's Degree in healthcare administration or related field • At least 3 year(s) of experience in referral coordination or medical office setting. • Familiarity with EHR systems (e.g., Athena, Epic, etc.) and insurance authorization processes. • Certified Medical Staff Coordinator (CMSC) or similar credential.

SALARY RANGE $45,000 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT • Standard office equipment • Repetitive use of a keyboard • May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials • Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor • Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:  As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- Equal Opportunity Employer: The University of

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