Referral Care Coordinator

Position Summary The Referral Care Coordinator facilitates timely and accurate referrals for Mary’s Center clients, connecting individuals and families to internal and external services. This role ensures access to high-quality care by coordinating intake, follow-up, and resource navigation, while maintaining strong relationships with community partners and clinical teams. The Referral Care Coordinator promotes person-centered care, protects client privacy, and contributes to program outcomes. Reportability Referrals Care Coordinator reports directly to the Patient Access Referral Manager. Duties and Responsibilities Accountable for the investigation, tracking, and timely response to participant referrals with appropriate administrative and departmental communication. Answer the referral telephone line and voicemail system in a timely and courteous manner. Communicate and educate participants to ensure referral appointment compliance. Provide participant education and guidance regarding referral services, specialty appointments, eligibility requirements, and required documentation. Maintain a neat and organized computer/work environment. Receive, review, and pre-screen referrals from internal programs and external partners to determine eligibility and appropriate services. Coordinate assigned participant referrals including intake, outreach, scheduling, documentation, and follow-up activities. Maintain accurate, up-to-date participant records in the electronic health/records system, ensuring HIPAA and program-specific privacy compliance. Serve as a primary point of contact for participant seeking referral services, providing culturally competent, trauma-informed, and language-accessible support. Build and maintain strong relationships with community-based organizations, clinics, social service agencies, schools, and other partners to streamline referrals and resource sharing. Maintain accurate referral tracking documentation and report referral status updates to departmental leadership. Identify barriers to access (transportation, childcare, insurance, financial constraints, language) and connect participants with appropriate support and navigate enrollment processes. Provide education to participants and families about available services, eligibility criteria, and required documentation. Participate in case conferences, team huddles, and supervision to coordinate care plans and ensure continuity of services. Develop and maintain up-to-date resource lists, referral guidelines, and standard operating procedures for efficient workflows. Contribute to program development by identifying gaps in services, recommending process improvements, and supporting pilot initiatives. Ensure data integrity and compliance with organizational policies, funding requirements, and reporting deadlines. Participate in ongoing professional development and training related to referrals, case management, cultural humility, and relevant clinical areas. Serve as a liaison between participants and care teams regarding active referrals, scheduling coordination, and appointment follow-up. Collaborate with site operational leadership to support site and specialty needs. Perform other duties as assigned by immediate supervisor. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience – Requires a minimum of High School Diploma or GED Equivalent and one (1) year of experience working in the area of patient registration and/or as a medical assistant. Must be proficient in PC usage and bilingual in English and Spanish . A thorough understanding and working knowledge of patient confidentiality issues and HIPAA compliance/regulations are essential. Physical Demands – Regularly required to sit; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to thirty (30) pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment – Mostly in a typical office setting with quiet to moderate noise level. The Benefits: Health Insurance: medical, dental & vision – plus retirement options through 403(b) contribution and investment opportunities 25 days of paid leave annually (in addition to paid holidays), plus 5 educational days Tuition reimbursement of $2,000/year towards education assistance and professional development. Reimbursement is pro-rated based on the employee's regularly scheduled hours worked per week Transportation subsidy via metro & bus Employee Assistance Program (EAP)