Referral Coordinator- Full Time Ludlow Health Center Ludlow, VT

Description

Description
Ludlow Health is seeking an experienced Referral Coordinator to join our Federally Qualified Health Center (FQHC) in Ludlow, Vermont—a beautiful rural community nestled at the base of the Green Mountains in the heart of ski country. Our health center sits within a walkable village filled with local restaurants, small businesses, and an exceptionally supportive community. Ludlow offers abundant outdoor recreation, rich history, and a vibrant arts scene, while Boston is just two hours away for convenient access to world-class cultural and dining experiences.

About Us

North Star Health is a Federally Qualified Health Center serving communities across Southern Vermont and New Hampshire. Positioned between major cities such as Boston, New York City, and Montréal, we offer the perfect blend of rural living and accessibility. We are looking for enthusiastic, dependable team members who are eager to build a meaningful career in healthcare. We value our employees, provide competitive salaries and benefits, and recognize the importance of a healthy work-life balance.

Position Overview: Referral Coordinator

The Referral Coordinator oversees all diagnostic, specialty, and miscellaneous referrals while ensuring a seamless and positive experience for our patients. This role greets and assists patients both in person and by phone, performs patient registration and scheduling, manages documents, and supports front-desk functions in alignment with North Star’s customer service standards. You will collaborate closely with clinical and administrative teams to deliver high-quality care and foster a positive, team-centered work environment. You’ll be surrounded by dedicated providers and experienced staff who are deeply committed to whole-person, community-focused care. We’re looking for someone truly exceptional—someone who values working among compassionate colleagues with a shared commitment to putting patients first.

Ideal Candidate
The ideal candidate is a strong multitasker with solid administrative skills and experience using electronic medical records. Backgrounds in primary care, behavioral health, or walk-in care settings are especially valuable. A genuine passion for serving rural and underserved populations is a meaningful plus. If you’re seeking purposeful work, authentic connections, and gets satisfaction of completing tasks that supports the patient's needs- then we’d love to meet you.

Job Summary:

• Process all diagnostic, specialty, and miscellaneous referral requests (this includes specialty referrals and orders for advanced procedures as defined by “referral”) and ensure appropriate supporting documentation is available to the receiver. 
• Obtain authorization for referrals, and schedule appointments for patients as required.
• Ensure current knowledge of insurance prior authorization and referral requirements specific to payers.
• Ensure current knowledge of North Star Health providers, service locations and initiatives.
• Collaborate with providers, patients, and payers in a team-based manner to ensure timely completion of all referral requirements.
• Effectively tracks referrals through identifying that patients were scheduled for the prescribed consult or treatment, attended their appointment, and all necessary information has been received from the specialist.
• Manage authorization worklist.
• Completes all referrals in accordance with established policy and protocol.
• Perform all front-end administrative duties to best meet the needs of our patients in a timely, efficient, competent manner.
• Promptly manages telephone calls professionally, including voicemail, patient portal and answering service messages. 
• Schedules patient appointments, following office protocols to ensure appropriate access for patients and maintains the flow in the office. 
• Triages phone calls for immediacy of problem and routes messages to nurse or practitioner as appropriate. Takes complete messages with appropriate details according to the Telephone Triage During Business Hours Policy.
• Performs department inbox management function in an organized systematic manner. This function is completed promptly following established guidelines.
• Manages appointment functions such as appointment ticklers, appt reminders, portal scheduling, eligibility, and phone list, wait list, and patient reminder calls.
• Handles all PHI according to North Star Health policy.
• Greets patients in a professional, polite, prompt, helpful, friendly, positive, and welcoming manner. Represent North Star Health in a positive helpful manner.
• Maintains professional composure when met with difficult situations. Avoids personalization and attempts to deescalate. Seeks or helps when appropriate. Exhibit's ability to work under pressure and communicate information accurately.
• Demonstrates flexibility in work schedule and location based on the needs of the organization. 
• Show competency in all areas of registration and appointment workflows, including scanning insurance cards, driver's license or other form of identification, obtaining photos, and updating patients' information with each visit. (i.e., name, phone numbers, addresses, emergency contact, guarantor information, all current insurance information with the mailing address, phone number, eligibility and all necessary FQHC required content). Collects co-pays and other patient due balances. Maintains reconciliation of payments.
• Performs all other duties as assigned.
• Adheres to policies and procedures during all activities.

Requirements

Education

• High School diploma or Associates Degree

Experience:

• Prefer experience in a customer service or healthcare related role, Working knowledge of medical terminology and HIPAA regulations within office settings

Knowledge and Abilities:

• Innovative thinker with strong conceptual and problem-solving skills. 
• Meticulous attention to detail with the ability to multi-task. 
• Strong organizational, administrative, and time-management skills. 
• Ability to work under pressure and react effectively to emergency situations. 
• Ability to work collaboratively with all team-members. 
• Ability to use discretion while working with sensitive information. 
• Excellent documentation, communication, and technology skills. Passionate about healthcare excellence