Referral Specialist - Usftgp Vascular Surgery

The Referral Specialist serves as the primary point of contact for patients and providers requesting appointments or services within USF Health. This role ensures a positive patient experience by coordinating all aspects of the referral process, including screening referrals, scheduling provider-directed appointments, obtaining necessary authorizations, and collaborating with clinical teams to support timely and appropriate patient care. The specialist manages incoming communications, processes referral documentation, maintains accurate records, and facilitates efficient workflow across departments. Through strong customer service, organizational skills, and knowledge of healthcare processes, the Referral Specialist helps ensure seamless access to care and supports a safe, efficient, and patient-centered environment.

Essential Functions

• Serve as the primary point of contact for patients and providers to schedule referred appointments and services within USF Health.
• Screen, process, and track internal and external referrals to ensure appropriate and timely handling.
• Collaborate with clinical staff to schedule timely, clinically appropriate appointments based on provider direction and patient needs.
• Obtain required authorizations for visits, procedures, surgeries, and medications in accordance with payer guidelines.
• Investigate incomplete or unclear referrals and follow up with providers or departments to ensure accurate processing.
• Respond to and address messages related to patient referrals to support timely scheduling and continuity of care.
• Maintain an organized and accurate filing system for referral documents and departmental records.
• Identify, document, and route appointment and referral information to appropriate recipients using electronic systems or phone communication.
• Answer, screen, and direct incoming calls from physicians, nurses, administrative staff, departments, hospitals, and external agencies to ensure efficient communication.
• Support patient safety and a positive experience by adhering to all emergency policies, clinical protocols, and service standards.
• High School Diploma or GED
• Two (2) years of Front Desk experience in healthcare

Technical Knowledge, Skills, and Abilities

• Knowledge of Referral and Authorization Processes
• Understanding of healthcare referral workflows, insurance requirements, and prior authorization procedures for visits, procedures, surgeries, and medications.
• Customer Service and Communication Skills
• Ability to provide courteous, clear, and professional communication to patients, providers, clinical teams, and other stakeholders.
• Organizational and Time-Management Skills
• Ability to manage multiple tasks, track referrals, maintain accurate filing systems, and ensure timely processing.
• Computer and Data Entry Proficiency
• Skilled in using electronic health records, scheduling systems, databases, and communication platforms to route and process referral information.
• Problem-Solving and Investigative Skills
• Ability to review incomplete referrals, identify missing information, and follow up proactively to ensure timely scheduling.
• Attention to Detail and Accuracy
• Strong accuracy in documenting information, obtaining correct authorizations, and routing communication to prevent delays in patient care.