Administrative & Referral Coordinator (Ortho Forms & FMLA Coord.)

POSITION SUMMARY:

Serves as an administrative liaison for Orthopedic Surgery patients, physicians, APPs, referring providers, insurers, and outside facilities. Key assigned responsibilities include administrative coordination of provider-related forms and documentation requests, including FMLA, disability, work-status, return-to-work, workers’ compensation, PT/OT, insurance, and other patient or third-party forms. Supports referral, scheduling, registration, fax, phone, and general administrative workflows as needed to facilitate access to care and communication across the department.

Position : Administrative & Referral Coordinator - Orthopedic Forms & FMLA Coordination

Department : Orthopedic Clinic

Schedule : Full Time

ESSENTIAL DUTIES & RESPONSIBLITIES :

Provider Forms / Documentation Coordination

• Coordinates provider-related forms and documentation requests for Orthopedic Surgery physicians and APPs, including FMLA, disability, work-status, return-to-work, workers’ compensation, PT/OT plans of care, insurance forms, and other patient or third-party forms. Receives, reviews, tracks, routes, faxes/scans/uploads, and follows up on forms and related correspondence. Reviews available documentation/EMR to locate administrative and provider-documented information needed to support form completion and escalates clinical questions appropriately.

Registration / Admission / Pre-Scheduling

• Supports registration, demographic verification, insurance verification, authorization information, and related patient access workflows as needed.

Referral Management

• Supports referral and authorization workflows, communicates with insurers/outside facilities, documents approval information, and assists with follow-up on incomplete or delayed items.

Appointment Scheduling

• Supports scheduling-related workflows as needed, including patient communication, provider schedule coordination, and cross-coverage for appointment-related administrative needs.

Training / Orientation Support

• Attends required training and supports workflow standardization, tracking tools, and department processes related to forms, referrals, scheduling, and administrative workflows.

Performs other duties as needed.

JOB REQUIREMENTS

EDUCATION:

• High School diploma required. Additional professional certifications or completion of business school preferred.

EXPERIENCE:

• Knowledge of insurance products and referral scheduling experience preferred. Experience in ambulatory care, surgical specialties, orthopedics, rehab/PT/OT, medical records, or provider support preferred. Familiarity with medical terminology and provider-related forms, including FMLA, disability, workers’ compensation, and return-to-work documentation preferred.

KNOWLEDGE, SKILLS, & ABILITIES:

• Ability to review available documentation/EMR to locate administrative and provider-documented information needed to support forms, referrals, authorizations, and related workflows.

• Familiarity with medical terminology and provider-related documentation

• Working knowledge of managed care: overall understanding of HMO, PPO, and others; proficient knowledge of process of obtaining insurance approvals, referrals, billing, and co-payments.

• Experience handling patient flow is helpful

• Requires strong computer skills and knowledge of the PC applications. Windows environment and Microsoft Office products preferred. Knowledge of registration systems a plus.

• Excellent English communication skills (verbal and written).

• Excellent professional demeanor. Must be able to work effectively with all levels of staff and management

• Excellent interpersonal skills. Must be able to show empathy and be courteous and diplomatic with patients.

• Must frequently work independently, take initiative and handle multiple tasks with conflicting priorities

• Team player with ability to work cross-organizationally to get issues resolved.

• Ability to maintain confidentiality.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE : This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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