Concierge Patient Care & Referral Coordinator

We are seeking a high-touch, detail-oriented Concierge Patient Care & Referral Coordinator to deliver personalized, white-glove support for our concierge medical practice.

In this position, you will serve as the administrative anchor of the clinic—managing patient inquiries with high attentiveness, coordinating complex care plans with outside specialists, managing specialist referrals, and maintaining patient charts in Elation Health and Guava. Because we operate in a concierge care setting, every interaction requires exceptional responsiveness, warmth, and proactive follow-through.

Requirements

1. Concierge Email & Patient Communication

• Monitor, organize, and manage the central practice email inbox daily, ensuring zero messages go unanswered.
• Respond to patient inquiries with prompt, professional, and personalized care tailored to a premium concierge patient experience.
• Execute timely follow-ups on patient requests, lab updates, and provider instructions.

2. Patient Scheduling & Specialty Care Coordination

• Schedule patient consultations, routine check-ups, and follow-up visits.
• Coordinate complex care plans with external physicians, health systems, and specialist offices to ensure seamless care continuity.
• Communicate directly with outside clinical teams to align appointments, transfer medical records, and confirm consultation feedback.

3. Referral Management & Specialist Outreach

• Process, submit, and track outgoing specialist referrals and diagnostic testing orders.
• Maintain an active referral tracking log, reaching out to specialist offices to confirm appointment bookings and retrieve consultation notes.
• Keep patients informed at every step of their referral process.

4. EMR Management & Digital Onboarding (Elation Health & Guava)

• Maintain up-to-date, accurate patient charts and clinical records within Elation Health.
• Assist new and existing patients with digital profile setup and health record integration through Guava.
• Organize digital practice files, maintain shared folders, and assist with daily administrative workflows to keep clinic operations running smoothly.

Qualifications & Requirements

• Software Experience: Hands-on experience with Elation Health EMR and familiarity with patient portal/profile tools like Guava (or similar digital onboarding platforms) is highly preferred.
• Concierge Background: Demonstrated experience supporting a concierge, direct primary care (DPC), or high-touch specialty practice where personalized service is paramount.
• Referral & Coordination Skills: Proven background managing specialist referrals, medical record transfers, and multi-provider care coordination.
• Written & Spoken English: Exceptional verbal and written communication skills with flawless professional email etiquette.
• Organization: Meticulous attention to detail and high self-discipline to manage continuous email streams and referral logs independently.