Job Description: Referral Intake & Fax Coordinator – Gastroenterology Office
Job Title: Referral Intake & Fax Coordinator
Position Summary
The Referral Intake & Fax Coordinator is responsible for receiving, reviewing, processing, and distributing incoming patient referrals and medical records received via fax, electronic fax, and other communication channels. This position serves as a critical link between referring providers, patients, and clinical staff to ensure timely and accurate scheduling, insurance verification, and patient care coordination.
Essential Duties and Responsibilities
- Monitor incoming fax queues and electronic referral systems throughout the day.
- Receive, review, and process patient referrals from physicians, hospitals, clinics, and healthcare facilities.
- Verify referral documentation for completeness, including demographics, insurance information, clinical notes, laboratory results, imaging reports, and authorization requirements.
- Enter referral information accurately into the Electronic Medical Record (EMR) system.
- Route referrals to appropriate providers based on diagnosis, urgency, and practice protocols.
- Contact referring offices to obtain missing documentation or clarify referral information.
- Coordinate with scheduling staff to ensure patients are scheduled in a timely manner.
- Track referral status and maintain referral logs to ensure completion and follow-up.
- Scan, upload, and index medical records into the patient chart.
- Prioritize urgent referrals and communicate critical information to clinical staff promptly.
- Maintain HIPAA compliance and confidentiality of patient information at all times.
- Assist patients, providers, and staff with referral-related questions and concerns.
- Generate reports and perform referral audits as requested by management.
- Support other administrative functions as needed to maintain efficient office operations.
QualificationsEducation
- High School Diploma or GED required.
- Medical office training or certification preferred.
Experience
- Minimum 1 year of medical office, referral coordination, medical records, or healthcare administrative experience preferred.
- Experience in a gastroenterology or specialty practice is a plus.
- Knowledge of medical terminology and insurance requirements preferred.
Skills and Abilities
- Strong attention to detail and accuracy.
- Ability to manage high-volume workloads in a fast-paced environment.
- Excellent organizational and time-management skills.
- Strong verbal and written communication skills.
- Proficiency with EMR systems, Microsoft Office, fax management software, and office equipment.
- Ability to maintain professionalism and confidentiality.
- Strong problem-solving and follow-up skills.
Physical Requirements
- Prolonged periods of sitting and computer use.
- Frequent use of telephone, keyboard, scanner, and office equipment.
- Ability to occasionally lift up to 15 pounds.
Performance Expectations
- Process referrals accurately and efficiently.
- Maintain referral turnaround times according to practice standards.
- Demonstrate excellent customer service to patients and referring providers.
- Ensure all referral documentation is complete and compliant with regulatory requirements.
- Contribute positively to team workflow and office productivity.
This position is ideal for a highly organized individual who thrives in a busy specialty practice environment and enjoys coordinating patient care behind the scenes.
Pay: $12.00 - $13.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
