What are the responsibilities and job description for the Specialty Referral Specialist position at OrthoArizona?
About OrthoArizona:
At OrthoArizona, we are bringing the best together. Our organization was created to help serve ALL orthopedic and sports medicine needs throughout the Valley! We have a wide range of orthopedic surgeons and mid-level providers including physical and occupational therapists.
Today we are one of Arizona’s largest privately owned and most comprehensive orthopedic practices with more than 75 locally and nationally renowned providers across 30 locations, in addition to in house state of the art MRI capabilities. At OrthoArizona we are committed to best-in-class patient care, being a pioneer in research and technology, and most importantly, rewarding and recognizing our employees.
Position Summary:
The Specialty Referral Specialist is responsible for coordinating patient referrals to specialty providers, ensuring timely and accurate scheduling, and facilitating communication between patients, internal providers, and external specialists. This role supports the continuity of care by managing the end-to-end referral process and ensuring all documentation and authorizations are complete and up to date.
Essential Duties and Responsibilities:
At OrthoArizona, we are bringing the best together. Our organization was created to help serve ALL orthopedic and sports medicine needs throughout the Valley! We have a wide range of orthopedic surgeons and mid-level providers including physical and occupational therapists.
Today we are one of Arizona’s largest privately owned and most comprehensive orthopedic practices with more than 75 locally and nationally renowned providers across 30 locations, in addition to in house state of the art MRI capabilities. At OrthoArizona we are committed to best-in-class patient care, being a pioneer in research and technology, and most importantly, rewarding and recognizing our employees.
Position Summary:
The Specialty Referral Specialist is responsible for coordinating patient referrals to specialty providers, ensuring timely and accurate scheduling, and facilitating communication between patients, internal providers, and external specialists. This role supports the continuity of care by managing the end-to-end referral process and ensuring all documentation and authorizations are complete and up to date.
Essential Duties and Responsibilities:
- Promptly and professionally contact patients after referral review; appropriately route calls when necessary.
- Coordinate with external specialty offices to schedule appointments in a timely manner, sharing relevant referral information.
- Collect and verify patient demographics and insurance details to support accurate appointment scheduling.
- Schedule appointments based on referral urgency and provider availability.
- Confirm insurance coverage and obtain necessary authorizations or pre-referrals before scheduled visits.
- Accurately document all referral and scheduling activities in the electronic medical record (EMR) using proper medical terminology.
- Maintain clear, thorough documentation in the patient chart to track referral progress and ensure referral loop closure.
- Collaborate with internal clinicians, external providers, and clinical staff to clarify referral details and ensure seamless care transitions.
- Achieve individual and team performance metrics related to productivity and referral completion.
- Remain current on updates to referral protocols and practice management systems.
- Adhere to Standard Operating Procedures (SOPs) and participate in ongoing training and development.
- Perform other administrative or referral-related duties as assigned.
- High school diploma or equivalent required; associate degree or relevant healthcare coursework preferred.
- Minimum 1–2 years of experience in a medical office or referral coordination role, preferably in a specialty or high-volume setting.
- Knowledge of insurance authorization processes and referral requirements.
- Proficiency with EMR systems and Microsoft Office Suite.
- Strong communication, organization, and customer service skills.
- Ability to work in a fast-paced, team-oriented environment with attention to detail.
- Robust paid time off package including, sick time, holidays, & paid time off!
- Medical with multiple different plan options.
- Health Savings account company contributions.
- Dental & Vision insurance.
- 401(k)
- Pet insurance.
- ID Theft protection & Legal assistance.