Referral Coordinator

Clinic: We Care Daily Clinics

Department: Community Outreach

Location: Pierce and King County

Salary: $27-29/hour

Position Summary

The Referral Coordinator manages all internal and external referrals for We Care Daily Clinics. This role ensures members receive timely, coordinated access to needed services, both within our clinics and through external community partners. The Referral Coordinator serves as the bridge between our care teams, external providers, and members, ensuring referrals are tracked, completed, and documented accurately to support seamless, person-centered care.

Essential Duties & Responsibilities

• Manage Internal Referrals: Process and track all referrals within We Care Daily Clinics across departments (medical, counseling, case management, nursing, and safety).
• Coordinate External Referrals: Facilitate referrals to outside providers or agencies for services outside our scope (e.g., specialty medical care, imaging, behavioral health, housing, social services).
• Triage Incoming Referrals: Receive and review referrals coming into We Care from other facilities or providers; ensure timely scheduling, documentation, and communication.
• Communicate with Members: Contact members regarding referral details, explain next steps, confirm appointments, and address barriers to care.
• Insurance & Authorization: Verify member eligibility and secure prior authorizations when required.
• Tracking & Documentation: Maintain accurate and timely records in the EHR and referral tracking system; update status changes and outcomes.
• Collaboration: Partner closely with Care Navigators, Medical Providers, SUDPs, and Clinic Leadership to ensure coordinated member care.
• Reporting: Generate and maintain monthly referral reports, including referral volume, completion rates, turnaround times, and barriers.
• Continuous Improvement: Identify referral process gaps, propose workflow improvements, and support implementation.
• Compliance: Ensure all actions align with HIPAA and 42 CFR Part 2 confidentiality regulations, especially when handling substance use disorder-related information.
• Training: Support staff onboarding and provide ongoing guidance on referral procedures and documentation expectations.
  
  

Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Health Administration, Social Work, or related field preferred.
• 2 years of experience in healthcare admissions, referral coordination, patient navigation, or case management required.
• Familiarity with healthcare documentation, insurance authorizations, and EHR systems.
• Strong communication, organization, and time-management skills.
• Demonstrated ability to manage high referral volumes with attention to accuracy and timeliness.
• Commitment to trauma-informed, culturally responsive care.
• Bilingual (English/Spanish or other language) preferred.
  
  

Success Indicators

• Referrals initiated within 24 hours of receipt.
• Referral completion and follow-up documentation within required timeframes.
• Minimal referral leakage (unclosed or lost referrals).
• Positive member and provider feedback on communication and support.
• Demonstrated improvement in referral turnaround metrics.
  
  

Working Conditions

• Office or clinic-based environment.
• Regular interaction with internal and external partners via phone, email, and in-person communication.
• Moderate stress level due to multitasking and coordination responsibilities.
• May require occasional travel between sites in King and Pierce County.
  
  

Why Join Us?

🌍 Impactful Work: Play a key role in maintaining safe, functional, and welcoming healthcare spaces for our community! ❤️

📈 Career Growth: Learn and develop your skills while making a tangible difference!

💼 Total Comp at We Care: Quarterly bonus plan launching in Q4, earn 8–16% of your quarterly pay for hitting key targets. Plus, the Tribe usually offers annual COLA adjustments (not guaranteed). Big impact, big rewards!

🚀 Exciting Environment: No two days are the same – take on new challenges every day!

Equal Employment Opportunity (EEO) Statement

We Care Daily Clinics is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on qualifications, merit, and business need—without regard to race, color, religion, creed, national origin, ancestry, gender, gender identity or expression, sexual orientation, age, marital status, disability, veteran status, genetic information, or any other protected status under applicable laws.

Tribal Preference Statement

In accordance with applicable Tribal and Federal laws, Tribal preference will be given to qualified candidates who are members of a federally recognized tribe. We Care Daily Clinics and Indigenous Pact are proud to partner with Tribal communities to expand access to high-quality, culturally grounded care.