Referral Coordinator

Schedule: Monday–Friday, 8:30 a.m.–5:00 p.m.
Work arrangement: Primarily remote, with at least one day per week in clinic (Salem, Hillsboro or Woodburn).

Well Life Medicine (WLM) is seeking an organized, detail-oriented Referral Coordinator to join our collaborative primary care and behavioral health team. This position helps patients access timely care by processing referrals, communicating with patients and outside clinics, and tracking referrals through completion.

The ideal candidate communicates clearly, follows through consistently, and can manage multiple priorities while working independently and as part of a team.

Essential Job Functions

• Process and send outgoing referrals through Athenahealth, ensuring required documentation, patient information, and insurance details are complete and accurate.
• Track referral status and follow up with receiving clinics to confirm receipt, address missing information, and identify scheduling delays.
• Maintain an updated directory of specialists and clinics, including which are accepting new patients, accepted insurance plans, referral requirements, and estimated wait times when available.
• Communicate with patients about referral status, next steps, scheduling instructions, and available options.
• Help process incoming referrals to WLM, obtain necessary records, and assist patients with scheduling appointments with the appropriate provider.
• Coordinate with WLM providers and staff to clarify referral orders and resolve issues that delay care.
• Identify insurance-related referral requirements and coordinate with the appropriate staff or receiving clinic to address them.
• Document referral activity, patient communications, and follow-up efforts accurately in Athenahealth.
• Follow up on outstanding referrals and help obtain consultation notes after appointments to close the referral loop.
• Promptly bring urgent referrals, access barriers, and unresolved referral issues to the appropriate clinical team member.
• Maintain patient confidentiality and contribute to a respectful, supportive work environment.

Qualifications

• Strong organizational skills and attention to detail.
• Clear, professional verbal and written communication.
• Ability to manage a high volume of referrals, prioritize tasks, and follow through on outstanding items.
• Comfort communicating with patients, providers, insurance representatives, and outside medical offices.
• Ability to work independently in a remote setting while staying responsive and connected to the team.
• Availability to work Monday–Friday, 8:30 a.m.–5:00 p.m., and attend clinic in person at least one day per week.

Preferred Qualifications

• Experience using Athenahealth.
• At least one year of experience processing or coordinating medical referrals.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Woodburn, OR 97071