Referral Coordinator

The Referral Coordinator serves as a central point of access for patients referred to the Department of Obstetrics and Gynecology, coordinating timely and accurate scheduling for General Obstetrics and Gynecology, Maternal-Fetal Medicine (MFM), Urogynecology, and Minimally Invasive Gynecologic Surgery (MIGS). This role is responsible for managing incoming referrals, reviewing referral documentation for completeness, coordinating with referring providers and internal clinical teams, and ensuring patients are scheduled with the appropriate provider based on clinical urgency and established scheduling guidelines.

The Referral Coordinator delivers exceptional customer service while facilitating seamless communication between patients, referring offices, physicians, and multidisciplinary care teams. This position plays a critical role in improving patient access, supporting continuity of care, optimizing provider schedules, and ensuring referrals are processed efficiently to promote positive patient outcomes and organizational performance. Strong organizational skills, attention to detail, and the ability to prioritize a high-volume workload are essential for success in this role.

This position is primarily based out of the Virginia Beach office location, however travel will be required to all office locations and throughout all divisions to meet the department’s demands.

Scheduling-70%

• Coordinating and scheduling all incoming referrals, both paper and electronic.
• Assists front desk staff with front office duties to include answering incoming calls, completion of tasks, other duties as assigned.
• Review referral request, indicate acceptance of referral with scheduled visit date and time or suggest alternate solution within two (2) hours of receipt.
• Schedule appointment with patient within two (2) business day of receipt of referral.
• Enter patient demographic and insurance information into EPIC.
• For urgent request, schedule the patient within mutually agreed upon timeframe or provide alternative solutions that are guided by a provider.
• Collaborate with the Division Director and Practice Manager promptly when appointments are not available within the designated timeframe.

Administrative Duties- 20%

• Maintain up to date referral spreadsheet.
• Provides front desk support as needed.
• Review new patient scheduling for accuracy and appropriateness.
• Link all appointment referrals within EPIC and maintain oversight of work queues.
• Provides daily insight of incoming referral count for each division, and in partnership with the Practice Manager, forecasts potential scheduling needs.
• Performs other duties as assigned.

Provider Communication (Internal and External Stakeholders)-10%

• Provide PCP appropriate and adequate information within three (3) business days after appointment.
• Notify PCP of no shows or cancellations that are not rescheduled.
• Contact PCP if supporting documentation not received (ex. Labs) at least two (2) business day prior to appointment
• Provide follow-up appointment documentation to referring provider as needed, including confirmation of next appointment date.
• Review incoming referrals in partnership with clinical staff to determine appropriate type and timing of appointment based on diagnosis.

Minimum Qualifications and Skills:

• Professional, customer service-oriented individual is required.

Preferred Qualifications:

• Three (3) years’ experience performing related functions in a fast-paced medical practice preferred.