Referral & Intake Coordinator (Physical Therapy Clinic)

About Us

Brentwood Rehab & Performance Physical Therapy is a growing outpatient orthopedic clinic focused on one-on-one, high-quality care. We are part of San Ramon Valley Physical Therapy, a trusted practice that has been serving the East Bay community since 1985.

With our expansion into Brentwood, we are looking to build a strong team that values efficiency, communication, and delivering an excellent patient experience.

Position Overview

We are seeking a highly organized and proactive Referral & Intake Coordinator to manage all incoming patient referrals and insurance authorizations across our clinics.

This is a key role responsible for ensuring referrals are contacted immediately, scheduled efficiently, and properly authorized. Your work will directly impact patient access to care and clinic performance.

Key Responsibilities

1. Referral Intake & Patient Outreach

• Monitor all incoming faxed referrals across clinic locations
• Log and track every referral in a centralized system
• Contact all new referrals same day via text and phone call
• Schedule initial evaluations directly with patients
• Follow up with unresponsive patients until a final outcome is reached
• Track referral status (scheduled, pending, declined, etc.)

2. Authorization Management

• Monitor internal authorization tracking system
• Submit insurance authorization requests for applicable HMO plans
• Follow up with insurance companies to ensure timely approvals
• Communicate authorization status to front desk and clinical staff
• Ensure patients are cleared for treatment without delays

3. Front Desk Support (Brentwood Clinic)

• Answer phones and assist with scheduling
• Greet and check in patients
• Support daily front office operations during slower referral periods

4. Assist with basic administrative tasks

• Help maintain an organized and professional front office environment

What We’re Looking For

• Strong organizational and follow-up skills
• Comfortable making phone calls and communicating with patients
• Ability to multitask and manage time effectively
• Detail-oriented and process-driven
• Positive, team-oriented attitude

Preferred Experience

• Medical office, front desk, or administrative experience
• Experience with insurance authorizations (preferred but not required)

Pay: From $22.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person