Referrals Coordinator

Optima Medical•Surprise, AZ

About The Position

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.

Requirements

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

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