Referral Intake & Coordination

$1,600 per seat per month. That is a full time person, forty hours a week, working United States business hours. Not per hour, not per claim, and not a percentage of what you collect.

One seat for one month, cancellable with thirty days notice. There is no annual lock-in.

No. The work happens inside whatever you already use, through a named login you issue. We do not sell software and we do not route your data through anything of ours.

About a week from the agreement, which covers training on your workflow, your payer mix and your system. You are not charged extra for that week.

They call. Outbound to the patient, inbound when the patient calls back, and outbound to the referring office and the plan — in English, on your hours, using your phone system or a line you provide. Every call is logged with who was reached, what was agreed and what happens next, so the queue never depends on one person's memory. You interview the candidate before they start, and phone work is the first thing to test in that interview. One seat covers one shift: nights, weekends and the days that person is out are not covered unless you add a second seat or cover them yourself.

Your clinician does, and that limit is worth being clear about. The seat prepares and submits: benefits checked, the form completed, your clinician's documentation attached, the reference number recorded, and the status chased until there is a decision. Deciding medical necessity, writing the clinical justification, choosing the codes that go on the request, calling a referral urgent and taking a peer-to-peer call all sit with a licensed or credentialed person in your practice. An offshore coordinator cannot own any of that and signs nothing in a clinician's name. What the seat removes is the chasing, the re-faxing and the hold time around those decisions.

Three things, none of them optional. Give the seat named logins to your practice management system, your fax or referral portal and a phone line, under your own security policies and the business associate agreement your counsel provides — the work happens inside your systems and nothing is copied out. Write down your booking rules: which provider sees what, how far ahead you schedule, what counts as urgent and who decides that. And name one person who can answer questions the same day for the first two weeks. Without that person the seat guesses, and guessing in a referral queue is expensive.

Not always. This is one full-time person at $1,600 a month, paid up front, one month minimum, thirty days' notice. If you receive a handful of referrals a week your front desk can absorb them and the seat sits half idle, so you are paying for capacity you have no work for. It earns its place when the queue is genuinely backing up: referrals aging before anyone calls, patients saying nobody ever contacted them, or a referring practice that has gone quiet. Count the unworked referrals sitting in your queue today and decide from that.

Slower than you would like, and it is better to plan for that. The first days go on access being provisioned at your end — logins, portal accounts, a phone extension — which usually takes longer than the practice expects. Then come your providers, your schedule rules and your referral sources. Expect the early period to be shadowing, simple bookings and record chasing with the work checked before it leaves, then the full queue once your rules are known. Anyone promising a fully productive coordinator on day one is describing a different job than this one.