Referral Coordinator

Position Summary

The Specialty Referral Coordinator is responsible for managing all internal specialty referrals from the point of referral through the patient’s scheduled and completed consultation with the affiliated specialty practices (Great Basin Oral & Facial Surgery, Elevated Orthodontics and Adavanced Endodontics of Nevada). The Coordinator serves as the primary point of contact among patients, referring offices and specialty practice teams, ensuring referrals are processed promptly, barriers to care are addressed, and patients receive timely access to specialty treatment.

Essential Duties and Responsibilities

Referral Intake and Coordination

• Receive and process all specialty referrals from internal and external referring offices on the day they are issued, using the shared referral queue.
• Verify that each referral includes the referral reason, supporting clinical documentation and imaging, and current insurance information.
• Facilitate in-person patient hand-offs at the primary location and coordinate same-day hand-offs with referring offices by telephone or Microsoft Teams.
• Train and support front desk staff at referring offices on referral hand-off and scheduling procedures.

Patient Outreach and Scheduling

• Contact all unscheduled referred patients within 24 hours of referral and follow a standardized follow-up schedule (days 1, 3 and 7), with monthly recall for up to 90 days.
• Schedule consultations directly with the specialty practices and issue appointment confirmations and reminders.
• Follow up with patients who miss scheduled consultations on the same day, reschedule appointments, and document the reason for the missed visit.

Insurance and Financial Coordination

• Verify insurance eligibility and benefits prior to consultation and provide patients with estimated treatment costs.
• Inform patients of available financing options to reduce cost-related barriers to care.

Tracking, Reporting and Compliance

• Maintain an accurate referral log documenting the status of each referral (Sent, Contacted, Scheduled, Seen, Treated) and the reason for any referral not scheduled.
• Transmit patient records and imaging to specialty practices in a timely manner.
• Prepare weekly referral performance reports by referring office and specialty for office and practice managers, and support monthly leadership reviews.
• Maintain the confidentiality of patient information in accordance with HIPAA and practice policies.
• Perform other related duties as assigned.

Performance Standards

Performance in this position will be evaluated against the following key performance indicators:

• At least 85% of referrals scheduled within 14 days of referral for each referring office.
• Median time from referral to scheduled appointment of two (2) business days or less.
• Consultation show rate of 90% or higher.
• Documented reason recorded for 100% of unscheduled referrals.
• Monthly reporting of referred patients treated, by specialty practice and referring office.

Qualifications

Qualifications

Education

• High school diploma or equivalent required.
• Associate degree or certification in healthcare administration or a related field preferred.

Experience

• Minimum of two (2) years of experience in a dental or medical office setting in front desk, scheduling, patient coordination or treatment coordination.
• Experience in a dental specialty practice (oral surgery, endodontics, orthodontics or periodontics) preferred.

Knowledge, Skills and Abilities

• Working knowledge of dental insurance verification, benefits and patient cost estimates.
• Proficiency with dental practice management software (e.g., Dentrix, Eaglesoft, Open Dental) and Microsoft Office, including Excel and Teams.
• Familiarity with dental terminology and common specialty referral types.
• Knowledge of patient financing programs (e.g., CareCredit, Sunbit) preferred.
• Excellent verbal and written communication skills, with a professional and patient-focused approach.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities across several locations.
• Ability to work collaboratively with office managers, practice managers and clinical teams.
• Ability to maintain accurate records and analyze referral data to identify trends.
• Bilingual in English and Spanish preferred.

Physical Requirements and Work Environment

• Work is performed primarily in a dental office environment during regular clinic hours, Monday through Friday.
• Occasional local travel to referring office locations is required.
• Requires prolonged periods of sitting, computer use and telephone communication.
• Must be able to occasionally lift up to 15 pounds.

Benefits

• Medical
• Dental
• Vision
• Paid Time Off
• 401(k) with company match
• Paid Training

Equal Employment Opportunity

The organization is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other characteristic protected by applicable law.

Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not an exhaustive list of all duties, responsibilities and qualifications. Management reserves the right to modify, add or remove duties as necessary.