Bilingual Referral & Data Coordinator (Remote | Part-Time | Spanish Required)

Mills Wellness Group is seeking a highly organized, detail\-oriented Bilingual Referral \& Data Coordinator to manage new\-client referrals from receipt through successful placement. This position is responsible for communicating with clients in English and Spanish, accurately entering information into our electronic health record, coordinating appointments, maintaining referral data, and ensuring no client falls through the cracks. This is an excellent position for someone who enjoys detailed administrative work, follows a process through to completion, and can independently manage multiple time\-sensitive tasks. Because this role involves healthcare referrals, small errors involving insurance, location, appointment type, or clinician assignment can significantly affect client care and billing. Accuracy, follow\-through, and good judgment are essential. Primary Responsibilities Referral Coordination Manage referrals from receipt through the client’s completed initial appointment. Contact prospective clients in English or Spanish to confirm their needs, availability, location, insurance information, and preference for in\-person or telehealth services. Match clients with clinicians based on location, availability, specialty, language, service format, and insurance credentialing. Confirm appointments and send the correct new\-client email using the appropriate payer and appointment template. Contact clients before and after their initial appointment as required. Follow up promptly with clients who have not responded or completed scheduling. Document every call, email, outreach attempt, and referral outcome in the appropriate system. Communicate referral problems or barriers to management immediately. Coordinate client transfers when a clinician is no longer available or a different placement is needed. Scheduling and Electronic Health Record Management Create complete and accurate client profiles in Jane, our electronic health record system. Verify that names, dates of birth, addresses, ZIP codes, medical record numbers, insurance information, and contact information are entered correctly. Schedule appointments on the correct clinician’s calendar. Select the correct appointment type, including evaluation, individual, family, private\-pay, insurance, in\-person, or telehealth sessions. Review entries for accuracy before confirming appointments with clients. Correct errors promptly and notify management when an error could affect client care or billing. Insurance and Payer Coordination Review referral and authorization information through payer portals. Confirm that clients are assigned to an appropriately credentialed clinician. Monitor referral deadlines and authorization requirements. Communicate with insurance representatives when clarification or correction is needed. Immediately report any loss of system or portal access. Work collaboratively with billing staff to resolve missing or inaccurate insurance information. Data Collection and Reporting Maintain accurate referral, scheduling, payer, clinician\-capacity, and client\-outcome spreadsheets. Track each referral’s status from receipt through placement, initial appointment, or closure. Collect and organize data related to referral volume, response times, successful placements, client attendance, clinician availability, and referral outcomes. Review data for missing information, inconsistencies, or overdue follow\-up. Prepare regular reports for management. Assist with auditing Jane and referral spreadsheets to ensure information is complete and consistent. Help improve tracking systems and administrative workflows as the practice grows. Required Qualifications Fluent in spoken and written Spanish and English. Strong attention to detail and demonstrated accuracy with data entry. Ability to independently follow a task through to completion. Strong written and verbal communication skills. Ability to manage multiple referrals and deadlines without losing track of follow\-up. Comfortable learning and using electronic health records, insurance portals, spreadsheets, email templates, and cloud\-based systems. Able to follow written procedures and independently use established reference materials. Willingness to ask questions when information is unclear and promptly escalate significant concerns. Able to handle confidential information responsibly and comply with HIPAA and practice privacy policies. Reliable internet connection and a private, secure home workspace where conversations and protected information cannot be overheard or viewed by others. Availability during designated business hours to respond to time\-sensitive scheduling and referral needs. Preferred Qualifications Previous experience in behavioral health, healthcare administration, medical scheduling, referral coordination, insurance verification, or care coordination. Experience working with Kaiser, managed\-care organizations, or insurance authorizations. Experience using Jane or another electronic health record system. Experience with Google Workspace, spreadsheets, and data reporting. Familiarity with matching clients to providers based on insurance, geography, specialty, language, and availability. What Success Looks Like A successful coordinator ensures that: Every referral is acknowledged and tracked in a timely manner. Every client receives the required outreach and follow\-up. Client information is complete and accurate. Clients are matched with the correct clinician, location, appointment format, and service type. Appointments are entered correctly before confirmation. Management can clearly determine the status of every referral. Access problems, unclear information, and placement barriers are raised immediately. Assigned tasks do not need to be repeatedly checked or completed by another employee. Schedule and Compensation Part\-time: approximately 15\-25 hours per week Schedule: Flexible, however every referral received needs to be outreached same day. Many of our referrals are in PST. So starting work 9am/10am PST would be helpful as well as coming back on end of day to attempt to reach out one last time after people have gotten off work. So 10\-12 and 3\-6pm could be an example of appropriate work hours. Compensation: $18 per hour, depending on experience Remote position available to candidates residing in other states Paid training provided To Apply Please submit your résumé and a brief response addressing the following: Describe your experience managing healthcare referrals, scheduling, insurance information, or detailed administrative workflows. How do you ensure that a task involving multiple steps is completed accurately from beginning to end? Describe your level of spoken and written Spanish. Tell us about your experience using electronic health records, spreadsheets, or data\-tracking systems. What steps do you take to protect confidential information while working remotely? Final candidates may be asked to complete a brief paid skills exercise involving referral review, data accuracy, written client communication, and Spanish\-language communication. Pay: From $18\.00 per hour Expected hours: 10\.0 – 25\.0 per week Work Location: Remote