Job Details

Job Title: Referral Coordinator - Remote or West Palm Beach Location Florida Spine Associates provides world-class spine care, returning patients to their desired level of activity, using innovative, efficient, and nascent technologies and processes. We have an exciting opportunity to join our Referral team in beautiful South Florida. The Practice is dedicated to advanced, minimally invasive spine care and pain management, focusing on delivering an exceptional patient experience through a collaborative, outpatient-focused model alongside leading physicians. Position Summary: The Referral Coordinator plays a critical role in ensuring seamless patient care by managing all aspects of referral processing, insurance verification, and coordination with external entities. This position is responsible for obtaining, tracking, and documenting referrals, with a strong focus on accuracy, timeliness, and communication to prevent delays in patient treatment. Key Responsibilities: Referral Management: Obtain, submit, and track specialist referrals through insurance platforms such as UHC, Availity, and other payer portals. Ensure all referrals are secured prior to scheduled appointments to avoid disruptions in patient care. Review referral requirements based on insurance plans and ensure compliance with payer guidelines. VA Referral Coordination: Process and manage VA referrals by accurately completing and submitting Request for Service (RFS) forms in a timely manner. Proactively track VA referral statuses to prevent lapses in authorization and treatment gaps. Communicate directly with VA Administrative (AMSA) staff to follow up on pending requests. Fax and upload required clinical documentation, including progress notes, to support referral approval. Insurance Verification: Verify referral requirements, primary care provider (PCP) assignments, and eligibility using multiple insurance portals. Identify plans requiring authorizations or referrals and ensure appropriate steps are completed prior to patient visits. Maintain up-to-date knowledge of payer-specific referral and authorization guidelines. Referral Tracking & Documentation: Maintain an accurate, real-time Referral Log to track all pending, approved, and denied referrals. Ensure all referrals are properly documented within the electronic medical record system (eClinicalWorks), including attaching referrals to scheduled appointments. Monitor aging referrals and follow up regularly to ensure timely resolution. Communication & Coordination: Serve as the primary liaison between referring provider offices, insurance companies, VA contacts, and internal clinical teams. Communicate effectively with patients and staff regarding referral status, delays, or additional requirements. Resolve issues related to missing documentation, authorization denials, or incomplete referrals in a timely and professional manner. Qualifications: High school diploma or equivalent required; healthcare administration experience preferred. Minimum of 1–2 years of experience in referrals, authorizations, or medical front office operations. Familiarity with insurance portals (UHC, Availity, etc.) and VA referral processes strongly preferred. Experience with electronic medical records, preferably eClinicalWorks (eCW). Skills & Competencies: Strong attention to detail and organizational skills. Ability to manage multiple tasks and prioritize in a fast-paced environment. Excellent verbal and written communication skills. Knowledge of insurance guidelines, referrals, and healthcare workflows. Problem-solving skills with the ability to work independently and collaboratively. Work Environment: Fast-paced medical practice setting with frequent interaction with patients, providers, and external organizations. Requires prolonged periods of computer use and coordination across multiple systems. PI499e250ccd89-25448-40274683aa415a4b-8b21-40fc-a65c-70d2b25ca29a