Referral Specialist (Full-time, Days)

Job Title : Referral Specialist (Hybrid) Department : Sands Constellation Heart and Vascular Institute, Location : 30 Hagen Drive Suite 100, Rochester, NY 14625 Hours Per Week : 40

• Full-time Schedule : Monday-Friday, 7:30a-4pm Summary The Authorization & Scheduling Coordinator is responsible for coordinating and scheduling diagnostic testing, specialty procedures, and referrals while obtaining the necessary insurance authorizations and pre-certifications. This role serves as a key liaison between patients, providers, insurance companies, and healthcare facilities to ensure timely access to care. The coordinator maintains accurate documentation in the electronic medical record (EMR), communicates testing instructions to patients, and promotes an exceptional patient experience through outstanding customer service and attention to detail.

Responsibilities

Coordinate scheduling for diagnostic imaging, specialty testing, and physician referrals, including MRI, CT, Neurology, Pain Management, and other specialized services. Obtain insurance authorizations and pre-certifications by submitting required clinical documentation and working directly with insurance carriers. Review physician orders and medical documentation to ensure accuracy and completeness prior to scheduling.

Verify appropriate procedure and diagnosis codes needed for authorization requests. Communicate with physicians, patients, healthcare facilities, and insurance companies to coordinate timely care. Notify patients of scheduled appointments, testing instructions, preparation requirements, and arrival times. Document all authorization information, patient communications, and payer interactions accurately within the electronic medical record (EMR).

Assist self-pay and out-of-network patients by connecting them with appropriate financial resources. Maintain current knowledge of scheduling workflows, insurance authorization requirements, and departmental policies and procedures. Operate standard office equipment and utilize electronic systems, including EMR software, telephones, printers, copiers, and fax machines.

Deliver exceptional customer service by greeting and assisting patients professionally in person and by telephone. Support continuous process improvement and perform additional duties as assigned to promote efficient practice operations. Required Qualifications High school diploma or GED required. Minimum of one year of experience in a healthcare, medical office, scheduling, registration, or insurance authorization environment preferred.

Proficiency with Microsoft Office applications, including Word and Excel, and the ability to navigate multiple computer systems. Strong organizational, communication, and customer service skills. Ability to multitask, prioritize competing responsibilities, and work efficiently in a fast-paced environment. Strong attention to detail and accuracy when working with patient records, insurance information, and scheduling.

Ability to maintain confidentiality and exercise professionalism when interacting with patients, providers, and staff.

Preferred Qualifications

Associate degree in a healthcare-related field. Experience obtaining insurance authorizations and pre-certifications. Knowledge of medical terminology. Orthopedic terminology experience strongly preferred. Experience working with electronic medical records (EMR/EHR). Familiarity with diagnostic imaging, specialty testing, and referral coordination.

Experience working with insurance carriers, payer requirements, and medical necessity documentation.

EDUCATION

LICENSES / CERTIFICATIONS: PHYSICAL REQUIREMENTS: Sedentary

• Sedentary roles are primarily office-based and require prolonged sitting (67–100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver’s license. For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements. Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

PAY RANGE

$19.00 - $24.00 CITY: Rochester POSTAL CODE: 14625 The posted pay range is a good faith representation of potential base pay for this position. It may be modified in the future and eligible for additional pay components. Individual annual salaries/hourly rates could vary based on position details and FTE. Pay is determined by considering factors including, but not limited to, experience, relevant qualifications, specialty, internal equity, locations, and contracts.

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.