Be part of the change. Join SharpeVision and work with a national leader in refractive surgery and eyecare bringing clear, unencumbered sight to people from around the world. We are modern, transformative vision-correction boutiques located in Seattle & Renton, WA, Chicago, IL, and Austin & Lakeway, TX. Our goal is to help our patients realize their full human potential. We believe in people and the magic that happens when they focus on a common goal. We believe in the power of technology to transform lives, and we believe we are here to be part of it. At SharpeVision, we are bringing that day closer, one patient at a time.

Job Title: Patient & Surgical Referral Coordinator 

Reports To: Billing Director

Location: Bellevue, WA with travel to Renton, WA location

Schedule: Full-Time

Travel: Some travel is expected to provider sites as needed and travel between the Bellevue & Renton SharpeVision locations is a must.

Job Summary

The Referral Coordinator is a key member of our practice, serving as the primary liaison between referring providers, patients, and our clinical team. This role is responsible for managing the referral pipeline from receipt through consultation and surgery, ensuring every patient receives timely follow-up while fostering strong relationships with referring and co-managing providers.

.All SharpeVision employees must continuously demonstrate our 5 Core Values:

• Committed to Growth (Personal & Professional)
• Be an Excellent Communicator
• Have Fanatical Attention to Detail
• Be Genuine and Authentic
• Be Patient-Focused

Essential Duties and Responsibilities include the following (other duties may be assigned):

• Manage all incoming referrals from outside providers, ensuring referrals are processed accurately and promptly.
• Review referral documentation for completeness and obtain any missing records, imaging, or clinical information.
• Maintain accurate referral tracking within the EMR and referral management systems.
• Monitor referral status from receipt through consultation, surgery, and communication back to referring providers.
• Ensure referrals do not fall through the cracks by proactively managing outstanding items and following up as needed.

Surgical Conversion & Patient Engagement

• Follow up with patients who have not scheduled recommended surgery or have delayed treatment.
• Identify and address barriers to scheduling while providing education and support throughout the decision-making process.
• Track and report referral outcomes, consultation completion, and surgical conversion metrics through the crm system.

Referring Provider Relationship Management

• Serve as the primary point of contact for referring and co-managing providers and their staff.
• Ensure timely communication of consultation notes, surgical updates, and postoperative reports to referring providers.
• Respond promptly to provider inquiries and coordinate patient care across practices.
• Conduct on-site visits to referring providers as needed to maintain and build long term relationships 

Front Office & Administrative Support

• Answer incoming phone calls professionally and efficiently.
• Assist with front desk operations, patient scheduling, check-in, and administrative support as needed.
• Process all medical records requests
• Maintain confidentiality and comply with HIPAA and all organizational policies.

In addition to a modern, progressive and friendly team culture, we offer:

• Competitive Pay
• Free LASIK
• Medical/Dental/Vision Insurance
• 14 Days Paid Time Off (Accrual Increase after 1 Year)
• 9 Paid  Holidays- Including Birthday Holiday
• 401(k) Plan with 6% Match
• Group Life Insurance
• Hospital and Accidental Insurance Options
• Long & Short Term Disability Insurance
• Reimbursement for COA, COT, and/or COMT Certification 
• Continuing Education Allowance Benefits 
• Employee recognition through our Assembly platform & Employee of the Quarter- earn vision points that translate into giftcards, Amazon purchases, and several other rewards! 
• A Beautiful Work Environment

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Qualifications

• High school diploma or equivalent required; associate degree or healthcare-related education preferred.
• Minimum of 2 years of experience in a medical office, specialty practice, surgical scheduling, referral coordination, or healthcare administration preferred.
• Experience in a surgical specialty practice is strongly preferred.
• Knowledge of medical terminology, electronic medical records (EMR), and CRM systems.
• Prior experience with Modernizing Medicine, Phreesia, and MD Prospects is highly desired but not required. 

Required Skills & Competencies

• Exceptional organizational skills with meticulous attention to detail.
• Outstanding interpersonal, written, and verbal communication skills.
• Proven ability to build and maintain professional relationships with providers, staff, and patients.
• Strong customer service mindset with empathy and professionalism.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Self-motivated with excellent follow-through and accountability.
• Analytical mindset with the ability to track referral activity and identify opportunities to improve patient conversion.
• Positive, collaborative attitude and commitment to delivering an exceptional patient experience.

Language Ability:

Fluency of the English language. Excellent oral and written comprehension and expression. Speech clarity and recognition. Active learning and listening. Ability to respond to common inquiries and provide information to patients and colleagues. Good interpersonal skills.

Math Ability:

Ability to use basic mathematical methods or formulas for business related calculations. Ability to calculate percentages and make estimates. Ability to compile, tabulate, or verify information or data.

Reasoning Ability:

Ability to think critically, problem solve, use judgement and make decisions. Ability to collect data and establish facts. Ability to use logic. Ability to analyze data or information and use deductive and inductive reasoning.

Computer Skills:

Accounting Applications, Charting Software, Document Management Software, Microsoft Office Suite, Email, Calendar and Scheduling Software, Medical Software, Internet, Data Entry, Inventory Management Applications

Supervisory Responsibilities:

There are no direct reports within this role. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually low to moderate. The work environment is indoors and environmentally controlled.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands and arms to handle, grasp, position, move and control objects; reach with hands and arms; talk and hear. 

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

SVML is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.