What are the responsibilities and job description for the Referrals Coordinator position at optimamedical?
About Optima Medical
Optima Medical is an Arizona-based medical group consisting of 30 locations and over 130 medical providers, who care for more than 200,000 patients statewide. Our mission is to improve the quality of life throughout Arizona by helping communities "Live Better, Live Longer" through personalized healthcare, with a focus on preventing the nation’s top leading causes of death. We go beyond primary care with a full spectrum of services including cardiovascular health services, behavioral health, allergy testing and immunotherapy, in-house lab testing, imaging, chronic disease management, and other specialty health services. We aspire to aid the growth of our company by welcoming the most qualified and deserving candidates aboard.
We are seeking a Referrals Coordinator to join our growing team and support the coordination and management of patient referrals across our network of clinics. This role plays a key part in ensuring patients are connected with the appropriate specialists while maintaining compliance with payer requirements and internal referral processes.
Job Responsibilities
• Review referral orders to ensure accuracy, medical necessity, and valid insurance coverage
• Verify PCP assignment, network participation, and payer requirements prior to referral submission
• Submit referrals to appropriate specialists, facilities, or ancillary services
• Track referrals from submission through completion and confirmation
• Conduct patient outreach for scheduling assistance or missing referral information
• Identify incorrect insurance information and return to clinics with correction instructions
• Document all referral activity and updates within the patient chart and EMR system
• Process incoming telephone encounters (TEs), documents, and faxes related to referral updates
• Ensure referrals meet turnaround time standards and payer compliance requirements
• Collaborate with clinic staff, providers, and specialty offices to resolve referral discrepancies
• Verify PCP assignment, network participation, and payer requirements prior to referral submission
• Submit referrals to appropriate specialists, facilities, or ancillary services
• Track referrals from submission through completion and confirmation
• Conduct patient outreach for scheduling assistance or missing referral information
• Identify incorrect insurance information and return to clinics with correction instructions
• Document all referral activity and updates within the patient chart and EMR system
• Process incoming telephone encounters (TEs), documents, and faxes related to referral updates
• Ensure referrals meet turnaround time standards and payer compliance requirements
• Collaborate with clinic staff, providers, and specialty offices to resolve referral discrepancies
Job Qualifications
• High School Diploma or GED required
• Minimum 1–2 years of experience in a healthcare administrative, referral coordination, or medical office role
• Experience with electronic health records (EHR), preferably eClinicalWorks (eCW)
• Understanding of insurance verification, referral authorization processes, and payer requirements
• Strong organizational skills with the ability to manage multiple referrals and follow-ups simultaneously
• Excellent communication skills for patient outreach and coordination with specialty offices
• Detail-oriented with the ability to work efficiently in a fast-paced healthcare environment
• Minimum 1–2 years of experience in a healthcare administrative, referral coordination, or medical office role
• Experience with electronic health records (EHR), preferably eClinicalWorks (eCW)
• Understanding of insurance verification, referral authorization processes, and payer requirements
• Strong organizational skills with the ability to manage multiple referrals and follow-ups simultaneously
• Excellent communication skills for patient outreach and coordination with specialty offices
• Detail-oriented with the ability to work efficiently in a fast-paced healthcare environment
Why Join Our Team?
• Substantial growth opportunities
• Leadership and mentoring
• Resources to further career
• Fun work environment (lunches, events, holiday parties)
• Benefits (medical/vison/dental/401k/paid holidays)
• Leadership and mentoring
• Resources to further career
• Fun work environment (lunches, events, holiday parties)
• Benefits (medical/vison/dental/401k/paid holidays)
• Supportive and positive work environment