Referral Coordinator

Position Summary

The Referral Coordinator / Front Desk Coordinator is responsible for managing and processing MRI referrals for new patients while also providing front desk coverage at the Conyers clinic on Tuesdays and Thursdays. This role ensures referrals are accurately reviewed, routed, documented, and tracked while delivering exceptional customer service to patients during scheduled front desk shifts.

In addition to the scheduled Conyers coverage, this position is expected to provide front desk support at other NexGen Medical Centers locations as needed to assist with staffing coverage and operational needs.

This role requires strong attention to detail, excellent organizational skills, adaptability, and the ability to balance administrative referral responsibilities with direct patient interaction.

Essential Duties and Responsibilities

Referral Processing
Receive and review incoming MRI referrals transmitted from clinics.
Verify referral details against the provider encounter documentation in the EHR, including:
Ordered body part(s)
Diagnostic codes
Patient stage status in CRM
Identify discrepancies between referral documentation and provider encounters and initiate appropriate escalation or correction procedures.
Documentation and CRM Management
Maintain accurate and timely documentation within CRM.
Ensure all referral activity and communications are properly documented.
Update referral status throughout the patient's imaging process.
Appointment Tracking and Follow-Up
Monitor imaging portals daily for scheduling updates.
Track appointment status and scheduling progress.
Update CRM with appointment information, including:
Appointment date and time
Imaging facility
Current scheduling status
Relevant notes and follow-up information

Front Desk Coordination (Conyers – Tuesdays & Thursdays)
Serve as the Front Desk Coordinator at the Conyers clinic every Tuesday and Thursday.
Greet patients and visitors in a professional and friendly manner.
Check patients in and out using company systems.
Verify patient demographics, insurance, and required documentation.
Assist patients with completing required paperwork.
Answer incoming phone calls and assist with scheduling, rescheduling, and general inquiries.
Coordinate patient flow with providers and medical assistants to ensure efficient clinic operations.
Maintain a clean, organized, and welcoming reception area.

Front Desk Coverage
Provide front desk coverage at other NexGen Medical Centers clinics as needed based on operational and staffing needs.
Travel to assigned clinics when requested to support patient care and clinic operations.
Compliance and Quality Assurance
Ensure referrals are processed according to established company procedures.
Maintain confidentiality and compliance with HIPAA and company policies.
Support workflow accuracy through thorough review and documentation practices.
Follow all front desk, referral, and scheduling workflows established by the organization.

Qualifications

Education and Experience
High school diploma or equivalent required.
Experience in healthcare referrals, medical scheduling, front desk operations, medical records, case management support, or healthcare administration preferred.
Experience working with CRM and electronic health record systems preferred.
Previous patient-facing customer service experience is strongly preferred.

Knowledge, Skills, and Abilities
Strong attention to detail and organizational skills.
Excellent customer service and interpersonal communication skills.
Ability to review and verify medical documentation accurately.
Ability to multitask and prioritize responsibilities in a fast-paced medical environment.
Ability to transition between administrative referral work and patient-facing front desk responsibilities.
Proficiency with Zoho CRM, Charm EHR, Microsoft Office, and email communication.
Understanding of medical terminology, diagnostic codes, and referral workflows preferred.
Ability to maintain confidentiality and handle sensitive patient information.
Reliable transportation and willingness to travel between clinic locations as business needs require.