Senior Medical Referral Specialist

Medical Referral Specialist | Epic

Company: HeyVA

Location: Remote, Philippines

Schedule: California business hours, U.S. Pacific Time

Starting Compensation: ₱60,000 per month

Please Read Before Applying

• We are hiring an experienced referral specialist to support a U.S. primary care practice.
• Direct U.S. referral coordination experience and hands-on Epic experience are required. You should already understand insurance requirements, specialist coordination, and referral follow-up.
• Scheduling experience alone will not qualify you for this role.

About HeyVA

HeyVA helps U.S. medical practices build experienced remote healthcare teams. We provide support with client workflows and opportunities for strong performers to grow into training and leadership responsibilities.

About the Role

• You will manage outgoing referrals from a primary care physician to outside specialists and facilities.
• Your responsibility continues after submitting the referral. You will confirm acceptance, help the patient get scheduled, resolve administrative barriers, and obtain the specialist’s report for the physician.
• After training on the practice’s workflows, you will be expected to manage your referral queue independently.

Primary Responsibilities

Referral Processing

• Review orders in Epic and identify missing information before submission.
• Assemble referral packets with the required clinical notes, test results, patient details, and insurance documentation.
• Verify insurance eligibility and confirm the receiving specialist accepts the patient’s plan.
• Determine whether referral approval or prior authorization is required, submit requests, and follow up until a decision is received.
• Send completed referral packets and confirm the receiving office has accepted them.

Patient Coordination and Follow-Up

• Help patients schedule appointments and explain any outstanding administrative requirements.
• Resolve delays with patients, specialist offices, and insurers.
• Track pending, rejected, and unscheduled referrals with a documented next action and follow-up date.
• Escalate urgent orders, clinical questions, and barriers requiring provider intervention to clinic staff.
• Obtain consultation reports and route them to the referring physician for review.

Epic Documentation

• Maintain accurate referral statuses and document calls, authorization details, unresolved issues, and next steps.
• Work assigned referral queues and prioritize follow-up according to clinic instructions.
• Flag recurring problems that prevent referrals from moving forward.

Required Experience and Qualifications

• Direct experience managing external referrals for a U.S. primary care or multispecialty practice.
• Hands-on Epic experience processing referrals, working referral queues, and documenting follow-up.
• Experience using payer portals and handling referral approvals or prior authorizations.
• Experience communicating directly with U.S. patients, specialist offices, and insurers.
• Fluent and clear spoken and written English.
• Experience handling patient information according to clinic privacy and security requirements.
• Reliable internet and a private workspace suitable for patient calls.
• Consistent availability during California business hours.

Preferred Experience

• Managing a high-volume referral queue with minimal supervision.
• Tracking referrals through completed appointments and receipt of consultation reports.

What Success Looks Like

Every pending referral has a clear status, next action, and follow-up date. Missing information is addressed promptly, patients receive help with scheduling barriers, and urgent cases reach clinical staff without delay. A referral is followed through to the practice’s completion criteria, including obtaining the specialist’s report when required.

Compensation and Growth

Starting compensation is ₱60,000 per month. We believe in mentorship and growth. Strong performance may lead to increased compensation and additional responsibilities, including training or team leadership.

How to Apply

Send your application in English to john@hey-va.com.

Email subject: Medical Referral Specialist

1. Attach your current résumé.

2. Briefly answer these questions.

• How many years have you managed external referrals for U.S. practices? What types of practices did you support?
• What referral tasks did you personally perform in Epic?
• Which insurers and payer portals have you used directly?
• Describe one referral that required approval or prior authorization. What steps did you handle?
• Describe a delayed referral you resolved. What caused the delay, what did you do, and what was the outcome?
• Confirm your availability during California business hours and your earliest start date.

3. Include a 2 to 4 minute Loom video.

• Introduce yourself and describe how you manage a referral from the physician’s order through completion. Explain how you check requirements, track outstanding cases, and decide when to escalate.
• Speak naturally and use examples from your own work. Do not include patient names or other identifying information.