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About the Role

Serve as the central point of contact between our practice, referring/receiving offices, and outside parties involved in patient care and case coordination. Manage the flow of referrals, keep reporting current, handle medical records releases, coordinate medical-legal narratives and trial testimony, and manage invoicing and payment tracking.

Responsibilities

• Track incoming and outgoing patient referrals, ensuring timely scheduling and follow-through.
• Monitor patient attendance and proactively notify referring/receiving offices of missed appointments.
• Maintain organized referral logs and follow up on outstanding referral loops.
• Compile and release the weekly surgical tracker to relevant stakeholders.
• Compile and release the monthly physical therapy tracker.
• Ensure trackers are accurate, timely, and distributed to the correct recipients.
• Process and release medical records in accordance with HIPAA and practice policy.
• Coordinate the preparation and delivery of medical narrative reports.
• Coordinate trial testimony logistics, including scheduling and confirming requirements.
• Serve as point of contact for attorneys and adjusters on case-related documentation requests.
• Prepare and send invoices for narratives, records, and testimony/trial services.
• Track outstanding payments and follow up on overdue accounts.
• Maintain accurate records of billed and collected amounts.
• Build and maintain strong working relationships with partner offices, attorneys, and outside providers.
• Act as a communication bridge between the practice's clinical/administrative staff and external parties.
• Flag recurring issues to management.

Requirements

• High school diploma or equivalent.
• 1–2+ years of experience in a medical office, referral coordination, or medical-legal support role.
• Strong written and verbal communication skills; comfortable corresponding with attorneys and adjusters.
• Highly organized with strong attention to detail and follow-through.
• Ability to manage multiple ongoing trackers and deadlines simultaneously.

Skills

• Proficiency with EHR/practice management systems
• Microsoft Office (Excel, Outlook)
• Familiarity with medical record release requirements (HIPAA)
• Familiarity with Workers' Compensation/No-Fault/Lien case documentation
• Prior experience coordinating with law firms, IME processes, or trial/deposition logistics
• Experience with basic invoicing/AR tracking

Experience Level

• 1-2+ years

Education Level

• High school diploma or equivalent
• Associate's degree preferred

Equal Opportunity

• We are proud to be an equal opportunity workplace and an affirmative action employer. As such, individuals are recruited, hired, assigned, and promoted without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, protected veteran status, or any other protected characteristic. Please note that we participate in E-Verify and will provide the federal government with your I-9 Form information to confirm that you are authorized to work in the U.S.