Administrative Assistant

Job Summary

• We are seeking a detail-oriented and compassionate Administrative Assistant to serve as our Referral Coordinator. This key team member will support patient care by coordinating and tracking outgoing referrals, ensuring timely access to specialists, and maintaining accurate documentation in our EMR. The ideal candidate has experience in healthcare administration, exceptional communication skills, and a passion for delivering seamless, patient-centered care.

Responsibilities

• Manage the referral and prior authorization process from initiation to completion for all in-house and external specialist appointments and procedures.
• Track referral status, follow up on pending items, and communicate updates to patients and the office team.
• Ensure referral documentation is accurate and complete in the EMR and team work management interface.
• Coordinate with physicians, medical assistants, and external offices to clarify orders or provide additional information.
• Verify insurance coverage and ensure pre-authorizations are obtained when necessary.
• Assist patients with understanding how the referral process works, providing general guidance on how to select specialists and when to schedule specialist appointments.
• Follow our outlined process for maintaining an organized referral tracking system in Monday.com. Providing weekly reports to keep us updated.
• Act as a point of contact for patients with questions or concerns related to their referrals.
• Collaborate with the front office team to ensure that prior authorizations, benefits, and eligibility are approved and reviewed prior to scheduling in office procedures.

Requirements

• Familiarity with insurance authorization processes and HIPAA regulations.
• Strong organizational skills with keen attention to detail and accuracy in documentation
• Excellent verbal and written communication abilities for clear patient and team interactions
• Ability to work independently and collaboratively within a dynamic team environment
• Proficiency in relevant software applications, such as Athena Health EHR, Klara, Monday.com and insurance portals or third-party referral management systems
• A proactive approach to problem-solving and commitment to continuous process improvement
• Previous experience in a medical administrative support role or a similar administrative healthcare position is required
• Bilingual in Spanish is a plus.

As a Referral Coordinator, you’ll play a vital role in supporting patients through their health journeys and ensuring they get the specialty care they need, when they need it. You will gain hands-on experience working with industry-leading medical software systems while contributing directly to high-quality patient care. We offer a supportive work environment that values initiative, professional growth, and the chance to make a meaningful impact behind the scenes.

Job Type: Part-time

Pay: $16.50 - $18.50 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible spending account
• Life insurance
• Paid time off

Application Question(s):

• This role requires juggling multiple administrative tasks while maintaining accuracy and clear communication with both patients and clinical staff. Can you describe a time when you had to manage competing priorities under pressure? How did you stay organized, and what strategies did you use to ensure nothing was overlooked?

• This role requires close collaboration with clinical staff and other administrative team members. Can you share an example of a time when you worked as part of a team to overcome a challenge or improve a process? What was your role, and how did you contribute to the team’s success?

• How would your previous supervisor describe your punctuality and attendance?

A) Excellent — I was consistently on time and rarely missed work
B) Reliable — I might have had a few delays but communicated them clearly
C) Inconsistent — I had challenges with punctuality or attendance
D) Unsure

Work Location: In person

Salary : $17 - $19