LPN-Central Referral Specialist at White River Health System Inc – Batesville, Arkansas

Job Summary

The LPN – Scheduling and Referral Coordinator supports the daily operations of the Cardiology Clinic and Cardiac Catheterization Lab by coordinating patient procedures, processing referrals, verifying insurance coverage, and maintaining accurate electronic medical records. This role serves as a key liaison between patients, providers, and internal departments to ensure timely access to cardiovascular services and a positive patient experience.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced clinical environment.

Essential Job Functions

Scheduling Responsibilities

• Schedule cardiology procedures and diagnostic services based on provider orders received through ActiveFax, MEDITECH Ambulatory, Athena, and phone requests.
• Verify and document all active insurance coverage and obtain required preauthorizations prior to scheduling procedures.
• Contact patients to coordinate procedure dates and provide preparation instructions.
• Ensure all required documentation, including provider orders and History & Physical (H&P), is uploaded into MEDITECH prior to the scheduled procedure.
• Notify providers when updated History & Physical documentation is required (if greater than 30 days old).
• Collect and accurately enter patient demographic and financial information.
• Follow established patient access guidelines to ensure readiness for appointments and procedures.

Referral Coordination Responsibilities

• Process all new non-urgent referrals in Athena in a timely manner.
• Manage assigned work queues to ensure referrals and scheduling requests are addressed within departmental turnaround standards.
• Verify insurance information and update electronic medical records accordingly.
• Respond to department voicemail and incoming phone calls promptly, routing messages and cases to appropriate team members.
• Maintain accurate and complete documentation within the electronic medical record (EMR).
• Assist with clerical functions including medical record management and document tracking.
• Participate in orientation, training, and cross-training activities as assigned.
• Perform additional duties as assigned by leadership to support departmental operations.

Pre-Certification Responsibilities

• Review scheduled services to determine insurance pre-certification requirements.
• Submit pre-certification requests with required clinical documentation as needed.
• Track authorization status and ensure approvals are obtained prior to service dates.
• Assist pre-certification RN with follow up with insurance carriers on pending requests and resolve issues promptly.
• Inform patients of authorization requirements and any coverage limitations.

Qualifications

Education

• High school diploma or equivalent required.
• Current, unrestricted Arkansas Licensed Practical Nurse (LPN) license required.
• Basic Life Support (BLS) certification required within 90 days of hire.

Training and Experience

• Minimum of one (1) year experience in a hospital, physician’s office, or similar healthcare environment required; cardiology experience preferred.
• Proficient use of CPT and ICD-10 codes.
• Experience working with electronic medical record systems and standard computer applications required.

Knowledge, Skills, and Abilities

• Knowledge of medical terminology required.
• Knowledge of the procedure authorization and its direct impact on revenue cycle.
• Strong verbal and written communication skills with attention to spelling and grammar.
• Ability to manage multiple tasks, prioritize effectively, and adapt to changing workloads.
• Strong organizational skills and attention to detail.
• Ability to work independently with minimal supervision while collaborating effectively with team members.
• Commitment to maintaining patient confidentiality and HIPAA compliance.

Professional Expectations

• Maintain patient, staff, and organizational confidentiality at all times.
• Demonstrate professionalism and effective communication with patients, providers, and coworkers.
• Report to work fit for duty and free from impairment.
• Maintain a clean and organized workstation and shared work areas.
• Work variable shifts, weekends, or overtime as needed to support clinic operations.
• Perform responsibilities in accordance with organizational policies and procedures.

Physical Demands

This position requires the ability to communicate clearly, operate standard office equipment, remain in a stationary position for extended periods, move independently throughout the clinic, and perform repetitive tasks associated with data entry and telephone communication.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.