US Heart and Vascular is seeking a full time Intake & Referral Coordinator to support the success of the Cardiovascular Value-Based Care (VBC) program at our call center in Irving TX.
Position Summary:
This position ensures that all new patient referrals, transitions of care, and program intakes are processed efficiently, accurately, and in alignment with program goals. The coordinator serves as the first point of contact for patients referred into cardiovascular care management and works closely with the clinical team (RNs, LPNs, Social Workers, and MAs) to streamline enrollment, communication, and follow-up.
Responsibilities:
- Receive, review, and process cardiovascular patient referrals (internal and external) for program eligibility.
- Verify insurance, benefits, and VBC participation requirements.
- Maintain accurate and timely referral logs and dashboards for tracking.
- Ensure smooth handoffs from cardiologists, primary care providers, and hospital discharge planners.
- Support the RN Lead by flagging high-risk referrals
- Route referrals to appropriate care team members (RN, LPN, SW, or MA) based on patient needs.
- Coordinate with Social Workers for patients requiring community resources or SDOH support.
- Follow up with patients who have not responded to outreach efforts, using phone, portal messaging, or mail.
- Document all referral and intake activities within the EMR/EHR accurately and promptly.
- Support reporting on referral volume, conversion rates, and enrollment outcomes.
- Assist the Operations Manager with intake-related performance metrics tied to VBC contracts (e.g., outreach-to-enrollment ratios, time-to-contact).
- Work closely with RN Manager, Operations Manager, and frontline staff to ensure referral pipelines remain clear and efficient.
- Participate in team huddles to review pending referrals, barriers to enrollment, and patient engagement challenges.
- Provide feedback from patients and referring providers to improve workflows and communication.
Knowledge, Skills, and Abilities Required:
- Knowledge of Healthcare & VBC: Understanding of cardiovascular conditions (HF, CAD, HTN, AFib), referral workflows, and the goals of value-based care models.
- Communication Skills: Strong verbal and written skills with ability to explain care program details clearly to patients and providers.
- Organizational Skills: Ability to manage high volumes of referrals, track multiple patients, and prioritize follow-up in a fast-paced environment.
- Technical Proficiency: Skilled in EHR/EMR platforms, Microsoft Office/Teams, and basic data entry/reporting.
- Problem-Solving Ability: Capable of identifying barriers to enrollment and collaborating with the care team to resolve them.
- Team Collaboration: Works well within an interdisciplinary team, balancing clinical guidance from the RN Manager and operational oversight from the Operations Manager.
- Adaptability: Flexible and able to adjust to evolving workflows, quality metrics, and program goals.
- Prior experience in healthcare coordination, referrals, or medical office administration required.
- Experience in care management, population health, or value-based care programs is a plus.
About Dallas/Fort Worth, TX:
Dallas/Fort Worth, known as the Metroplex, offers a vibrant urban life and peaceful suburban living, making it an enticing place to reside. Spanning across ten major cities and thirteen counties, it stands as the largest metroplex in the south. With its extensive range of recreational parks, renowned dining scene, five professional sports teams to root for, and two bustling airports facilitating over 2,000 daily flights, Dallas/Fort Worth provides residents with a multitude of reasons to consider it an excellent place to call home.
