Job Posting Title:
Senior Referral Coordinator, Access Center----
Hiring Department:
Dell Medical School----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Non-Exempt----
Earliest Start Date:
Dec 22, 2025----
Position Duration:
Expected to Continue----
Location:
AUSTIN, TX----
Job Details:
Dell Medical School is seeking a Senior Referral Coordinator for the Access Center.
The Senior Referral Coordinator reports to the Patient Access Supervisor and serves as a subject matter expert for referral processes and EHR systems across clinics within the healthcare system. This role manages complex referrals, resolves escalated pre-authorization and scheduling issues, and ensures compliance with HIPAA standards. Key responsibilities include verifying insurance coverage, obtaining authorizations, scheduling appointments, and maintaining accurate documentation in the EHR. The Senior Referral Coordinator monitors referral volumes, assists fellow coordinators, and acts as the first escalation point for patient complaints. Additional duties include supporting protocol questions, maintaining quality performance standards, and providing ongoing education and training for staff to improve workflows and patient experience.
Advanced Referral Management
Processes and tracks complex or high-priority referrals requiring expedited handling.
Resolves escalated pre-authorization and insurance issues, including appeals.
Ensures compliance with payer requirements and organizational standards for all referrals.
Monitors referral queues and redistributes workload to maintain timeliness.
Proficient in referral pathways across all clinics to ensure accurate coordination.
Scheduling and Coordination
Coordinates appointments for specialty and multi-provider cases.
Communicates referral details and expectations clearly to patients and providers.
Serves as liaison between scheduling teams, clinical departments, and external service providers.
Troubleshoots scheduling conflicts and ensures timely resolution.
Assists with questions regarding insurance loads, referral authorizations, and appropriateness of scheduling per clinic protocols.
Training and Support
Assists in providing guidance and training to new and existing referral staff on workflows and best practices.
Supports onboarding and competency development for team members.
Serves as a resource and subject matter expert for referral processes and EHR systems.
Helps facilitate ongoing education and training for staff and addresses protocol questions per clinic.
Contributes to maintaining Quality Performance Review Scorecard standards.
Quality Assurance and Compliance
Audits referral documentation for accuracy and completeness.
Monitors adherence to HIPAA and organizational policies across the team.
Assists with accreditation and quality improvement initiatives related to referral workflows.
Prepares reports on referral metrics and identifies trends for improvement.
Communication and Issue Resolution
Responds to escalated patient and provider inquiries promptly and professionally.
Acts as the first escalation point for patient complaints and works closely with leadership to resolve concerns.
Collaborates with leadership to resolve systemic issues impacting referral timeliness.
Works closely with the team lead to escalate concerns to clinic leadership as needed.
Maintains positive relationships with internal and external stakeholders.
MARGINAL OR PERIODIC FUNCTIONS:
Participates in departmental projects and process redesign initiatives.
Assists with reporting and data analysis related to referral metrics.
Represents the department in cross-functional meetings.
Adheres to internal controls and reporting structure.
Performs other related duties as required.
Other Job Duties may apply as assigned
Organizing
Marshal resources to get things done; uses time effectively; arranges information and files in a useful manner.
Prioritizes multiple complex referrals and deadlines efficiently.
Maintains accurate tracking systems for authorizations and appointments.
Anticipates bottlenecks and adjusts workflow proactively.
Customer Focus
Meets and/or exceeds the expectations and requirements of internal and external customers; acts with patients’ best interests in mind.
Responds promptly and courteously to escalated patient inquiries.
Communicates clearly about referral requirements and expectations.
Builds trust through consistent follow-up and resolution.
Problem Solving
Uses rigorous logic and methods to solve difficult problems; looks beyond the obvious for solutions.
Identifies root causes of referral delays or insurance denials.
Develops alternative solutions when standard processes fail.
Escalates complex issues appropriately and timely.
Attention to Detail
Thoroughly and accurately in completes tasks; checks work to ensure compliance and correctness.
Reviews patient demographic and insurance data for accuracy.
Ensures all authorizations and documentation are complete before scheduling.
Monitors referral status to prevent missed appointments.
Interpersonal Savvy
Relates well to all kinds of people; builds constructive relationships; uses diplomacy and tact.
Handles sensitive patient situations with empathy and professionalism.
Collaborates effectively with providers, schedulers, and insurance representatives.
Adapts communication style to different audiences.
Technical Learning
Quickly learns new technical skills and systems; applies knowledge effectively.
Masters EHR workflows and insurance portals efficiently.
Applies system knowledge to streamline referral processing.
Troubleshoots minor technical issues independently.
Requires a High School Diploma/GED in with at least 3 year(s) of experience in healthcare administration, patient access, or referral coordination.
Relevant education and experience may be substituted as appropriate.
Bachelor's Degree in healthcare administration or related field with at least 5 year(s) of experience in referral coordination, including complex cases. Familiarity with EHR systems (e.g., Athena, Epic, etc.) and insurance authorization processes. Certified Medical Staff Coordinator (CMSC) or similar credential.
$46,500 + depending on qualifications
OPEN
Standard office equipment
Repetitive use of a keyboard
May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.
Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.
----
Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.----
Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.----
Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
----
Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
----
Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
----
Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
----
E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
----
Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.