Medical Referral Coordination That Closes the Loop

Most practices send the referral and move on. What happens next, confirming receipt, verifying requirements, tracking the appointment, and closing the loop, falls to nobody. We assign a dedicated, HIPAA-trained referral coordinator who ensures every referral your practice sends actually lands.

Starting at $11/hr

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Why Practices Work With Us

Referral-Trained Specialists

Experienced in payer referral requirements, specialist coordination, and EMR tracking. Pre-vetted.
HIPAA-certified.

Matched in 24 Hours

Tell us your requirements today. Candidates tomorrow. No recruiters, no delays.

You Stay in Control

Your assistant manages every administrative step. Clinical decisions stay with your providers.

A Sent Referral Is Not a Completed Referral.

Sending the referral is the easy part. Confirming it was received, checking the specialist accepts the patient's insurance, verifying payer referral requirements, tracking whether the appointment was scheduled, that's where patients get lost.

The problem

  • Referrals sent but never confirmed received
  • Payer referral requirements missed or unknown
  • No visibility into whether patients followed through
  • Expired referrals causing claim denials

What we solve

  • Every referral acknowledged and tracked from send to appointment
  • Requirements verified before the referral goes out
  • Appointment status tracked and documented in your EMR
  • Expiration dates monitored and renewals initiated proactively
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What Your Assistant Does

All work performed under your direction. Clinical decisions stay with your providers.

Before the Referral Goes Out

Verifies payer referral requirements, confirms specialist network participation, and ensures all supporting documentation is in order.

At Submission

Sends referrals to the right specialist via fax, portal, or phone, and confirms receipt.

After Submission

Tracks appointment scheduling, follows up with specialists and patients, and flags anything stalled or unresolved.

In Your EMR

Referral status, appointment dates, specialist responses, and expiration dates, documented in real time.

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Why Practices Choose Our Medical Admin Assistants

Our medical administrative assistants handle your daily verification tasks so you can reduce eligibility errors, improve check-in flow, and stay prepared:

Fewer Eligibility Issues

Consistent pre-visit verification catches coverage problems before patients arrive.

Clearer Patient Financial Expectations

Up-front copay and deductible checks support more accurate patient communication.

Reduced Administrative Burden

Routine verification tasks are handled by dedicated support, freeing staff for patient-facing work.

Consistent Authorization Awareness

Services requiring prior authorization are flagged early to prevent delays or rescheduling.

HIPAA-Trained Support

All assistants follow secure access and data-handling protocols when working with insurance information.

Flexible, Scalable Staffing

Scale verification support up or down based on appointment volume and seasonal demand.
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How We Find the Right Person

Every candidate is screened and verified before you meet them.

Referral Coordination Experience Required

Hands-on experience managing referral workflows across primary care, specialty, and multi-payer environments.

Skills Verified

We confirm knowledge of payer-specific referral requirements, specialist network navigation, and EMR documentation standards.

HIPAA Certified

Annual HIPAA certification, signed confidentiality agreements, and a background check before every placement. BAA included.

Ongoing Quality Assurance

Weekly check-ins. Referral completion rates and expiration tracking reviewed monthly. Replacement guarantee if the match isn't right.

You don't just get a new hire. You get a vetted, experienced specialist.

You Direct. We Support.

Staffing, not outsourcing. You run the process.
Your Assistant Handles
Your Practice Retains
Payer referral requirement checks
Clinical referral decisions
Specialist network verification
Provider-to-provider communication
Referral submission and receipt confirmation
Treatment planning and care coordination
Appointment tracking and patient follow-up
Clinical documentation and notes
Expiration monitoring and renewals
Coding, billing, and financial authority
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Your Assistant Handles
Payer referral requirement checks
Specialist network verification
Referral submission and receipt confirmation
Appointment tracking and patient follow-up
Expiration monitoring and renewals
Your Practice Retains
Clinical referral decisions
Provider-to-provider communication
Treatment planning and care coordination
Clinical documentation and notes
Coding, billing, and financial authority
Green outline illustration of a hand with the index finger pointing up.
You stay in the driver's seat. We provide the talent and infrastructure.
Talk To Our Team

What Practice Owners Say

Real reviews from real clients. See what practices like yours say about MyMedicalVA.
"We were sending referrals and never knowing if they landed. Our assistant now confirms every one and logs the status in our EMR. We haven't had a referral fall through in months." — Lisa, Practice Manager
"No more lost referrals"
"We didn't realize how many of our referrals were going out without meeting payer requirements. Our assistant checks every one before submission. It's saved us from multiple denials." — Dr. Nguyen, Internal Medicine
"She caught payer requirements we were missing"
"From demo to start was four days. She came in knowing our EMR and had our referral tracking organized within a week. I wish we'd done this sooner." — Rachel, Clinic Director
"Matched fast. Running the queue by day two."
"Referral follow-up was eating two hours a day from our front desk. Now it's handled completely. Patient satisfaction is up because people actually get their appointments confirmed." — Mark, Office Manager
 "Our front desk can actually focus now"

MyMedicalVA vs. In-House Staff

MyMedicalVA
recommended logo
$11/hour
Hire in 24–48 hours
Pre-vetted, referral-trained
No coverage gaps
Instant scalability
In-House
$25–30/hr + benefits
Hire in 4–8 weeks
You train from scratch
PTO, sick days, turnover
Fixed headcount
MyMedicalVA
In-House
MyMedicalVA
recommended logo
$11/hour
Hire in 24–48 hours
Pre-vetted, referral-trained
No coverage gaps
Instant scalability
In-House
$25–30/hr + benefits
Hire in 4–8 weeks
You train from scratch
PTO, sick days, turnover
Fixed headcount
60–70% average cost savings. No payroll taxes. No long-term contracts.
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Is This Role Right for Your Practice?

This role fits if:
Referrals leave your practice but you don't know if they're being acted on
Your front desk is managing referral follow-up on top of everything else
You're seeing claim denials tied to missing or expired referrals
Patients are falling out of care because their appointments were never confirmed
This role is NOT for you if:
You need a company to manage your full revenue cycle
You need clinical staff to make care coordination decisions
You're not ready to direct a remote employee
Smiling woman wearing a headset with microphone, gesturing with open hands.
This role fits if:
Referrals leave your practice but you don't know if they're being acted on
Your front desk is managing referral follow-up on top of everything else
You're seeing claim denials tied to missing or expired referrals
Patients are falling out of care because their appointments were never confirmed
Green hand cursor icon with index finger pointing upward.
This role is NOT for you if:
You need a company to manage your full revenue cycle
You need clinical staff to make care coordination decisions
You're not ready to direct a remote employee
Green outline illustration of a hand with the index finger pointing up.

Beyond Referral Coordination

EMR documentation is one role. Our assistants support your full revenue cycle.

Prior Authorization

Auth requirement screening. Submission. Follow-up. Denial documentation.

Insurance Verification

Eligibility checks. Benefits review. Copay and deductible calculation.

Medical Billing Support

Charge entry. Payment posting. Claim scrubbing. Denial support.

Patient Intake

Pre-registration. Demographics. Insurance capture. Consent forms.

EMR Documentation

Chart prep. Data entry. Visit notes. Health history.

AR Follow‑up & Collections

Aging review. Payer follow-up. Payment plans.

Claims Submission

Generation. Routing. Submission. Rejection correction.
One talent pool. Multiple capabilities. Scale across roles as your practice grows.

Serving Practices in All 50 States

Wherever you are, MyMedicalVA provides talent.
Map of the United States with a marker on California highlighting headquarters at 21731 Ventura Blvd, Woodland Hills, CA 91364.
Our Headquarters:
21731 Ventura Blvd, Woodland Hills, CA 91364
No geographic restrictions.
Our medical admin assistants work remotely, securely, and HIPAA‑compliant — from anywhere to anywhere.
And yes, we serve every single state!

Specialty & Platform Experience

Specialties We Staff For

Neurology
Cardiology
Endocrinology
Rheumatology
OB-GYN
Internal Medicine
Gastroenterology
Orthopedics
Primary Care

Referral & Authorization Platforms

Availity
Navinet
Optum
CoverMyMeds
Change Healthcare
Direct payer portals

EMR Systems

Epic
Cerner
Athenahealth
eClinicalWorks
Kareo
Allscripts
Meditech
DrChrono
Don't see yours? We'll find an assistant with experience in your specific payer mix.

How We Protect Your Data

Healthcare practices trust us with their most sensitive information. Here's how we earn that trust.

HIPAA Compliance
  • Annual certification
  • Signed BAA
  • Controlled access
  • Audit logging on every placement
Secure by Design
  • Privacy screens
  • No patient data on local devices
  • Background-checked staff
Performance You Can Measure
  • 97% client satisfaction
  • Less than 2% error rate
  • Weekly reporting
  •  Dedicated account management
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Meet the Team Behind MyMedicalVA

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Hamid Kohan
CEO & President
Silicon Valley veteran who helped develop the world's first laptop at Grid Systems and scaled SUN Microsystems from 200 to 13,000 employees. He now applies decades of tech and operations leadership to solving healthcare staffing challenges.
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Heather Rummel
Senior Director of Sales
Leads client partnerships with a focus on matching practices with the right talent. Her background ensures practices get personalized support from first conversation through onboarding.
Portrait of a smiling woman with short dark hair wearing a black sleeveless top and a black choker necklace against a blue abstract background.
Hanieh Moghadasi
Director of Operations
Oversees talent vetting, HIPAA compliance, and day-to-day client success. She ensures every assistant meets MyMedicalVA's standards before meeting your practice.
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Jaime Perzabal
Business Operations Manager
Manages staffing logistics and practice onboarding. He makes sure the transition from match to start is seamless.
We've been where you are. We built MyMedicalVA to solve the staffing problems we experienced firsthand.
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Trusted Data From Real Practices

250+
Healthcare Practices Supported
7
Global Offices for Continuous Coverage
1000+
Candidates Screened Monthly
500+
Monthly Training Hours
70%
Average Cost Savings
97%
Client Satisfaction Rate
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Get Started in 3 Easy Steps

Match with a HIPAA-trained medical admin assistant in 24 hours.

Get Started

Share Your Needs

Tell us your specialty, referral volume, payer mix, and EMR. Takes 30 minutes.

Get Matched

We shortlist pre-vetted referral coordinators matched to your practice. Interview and choose.

Onboard & Scale

We handle onboarding, HIPAA paperwork, and access setup. Your assistant starts tracking referrals from day one.

Frequently Asked Questions

What is a referral coordinator?

A dedicated remote professional who manages the full administrative lifecycle of every patient referral, from verifying payer requirements to confirming specialist appointments and documenting outcomes in your EMR.

How is referral coordination different from prior authorization?

Prior auth requests payer permission for a procedure. Referral coordination ensures the patient actually gets to the right specialist, confirmed, scheduled, and tracked. Different workflow, different follow-through.

How is MyMedicalVA different from an RCM company?

We place staff, you run the process. Your assistant works under your direction and reports to your team.

Are your assistants HIPAA trained?

Yes. Annual certification, signed agreements, background checks, and a BAA with every placement.

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Matched in 24-48 Hours · No Long-Term Contracts

Every Referral You Send Deserves a Confirmed Outcome.

A referral without follow-through is a patient without care, and a claim waiting to be denied. Get matched with a dedicated referral coordinator in 24 hours.
HIPAA Certified
Starting at $11/hr
No Long-Term Contract
Start This Week
Get Started
4.9/5 from 250+ practices
Trusted by Primary Care, Cardiology, Orthopedics & more