Referral Intake Manager

Chest Medicine Associates 

Referral Intake Manager  

South Portland, Maine  

Chest Medicine Associates is seeking a Referral Intake Manager, to be based in the South Portland office.  

• Bachelor’s degree, preferably in business or healthcare operations/management 
• 3-5 years’ experience in supervising medical office scheduling and scheduling staff 
• Strong organizational skills 
• Working knowledge of process improvement techniques 
• Strong attention to detail with the ability to work accurately and efficiently in a fast-paced environment 
• Ability to work independently, solve problems, and make decisions as necessary 
• Ability to maintain composure and professionalism under stress 
• Ability to establish and maintain effective working relationships with patients, referring practices, physicians, and colleagues 
• Proficiency in MS Office applications (Word, Excel, Outlook) and familiarity with electronic medical record systems 
• Ability to work onsite Monday-Friday during regular office hours. 

• Health, Dental, Vision Insurance 
• 401K with profit sharing plan 
• PTO and paid holidays 
• Convenient location in South Portland, Maine 

• Functions as a working manager and the leader of a small team responsible for the processing and scheduling of appointments for patients needing consultation with one of our physicians. 
• Manages the processes and personnel involved in the scheduling of incoming referrals for consultation by monitoring and ensuring efficiency and effectiveness. 
• Serves as the primary liaison between patients, referring practices, staff, and physicians/APPs. 
• Ensures that each patient has a positive experience when scheduling an initial consultation and works closely with physicians, other managers, and office staff to coordinate patient care.  
• Maintains current knowledge of the time requirements for various categories of patient visits and the specialties and work schedules of physicians. 
• Reviews physician schedules and optimizes consultation slot utilization. 
• Sorts, prioritizes, and organizes incoming referrals.   
• Enters demographic and insurance information into electronic chart accurately and completely. 
• Schedules new patient appointments accurately with appropriate phone etiquette.  
• Coordinates with other departments to ensure the Consultation Scheduling Department functions properly and patient requests are addressed promptly and efficiently. 
• Coordinates departmental workflow and staff schedule, monitors staffing hours. 
• Utilizes waitlists and reschedules new patient appointments as required. 
• Sets clear expectations, monitors staff’s performance, identifies staff’s development needs, and provides guidance to ensure both staff and organizational success. 
• Provides feedback, participates in and provides departmental training. 
• Addresses patient inquiries and complaints. 
• Reports relevant metrics, such as time-to-third availability. 
• Identifies and implements process improvements. 
• Prepares other reports as required or requested by senior leadership. 
• Perform all other duties as assigned. 

KMA Human Resources Consulting has been engaged to manage this search. NO PHONE CALLS OR RECRUITERS PLEASE 

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, familial status, age, physical or mental disability, pregnancy, sexual orientation, gender identity, genetic information, veteran status, or any other characteristic protected by law.