Referral Coordinator

Central Washington Pediatric Dentistry • Full-time • Yakima, Washington State, United States • $24 - $30 / hour • 4d ago

Clinical Referral Coordinator

Full-Time 4–5 Days per Week Yakima (3–4 days) & Ellensburg (1–2 days)

Own the schedule. Own the referrals. Own the outcomes.

This Role Was Built for Someone Specific

You have been in dentistry long enough to understand the clinical side. You know what a tongue tie is, why a pediatrician refers, what a space maintainer does, and how to talk to a lactation consultant about an infant who can’t latch. You understand that a referral isn’t just a phone call — it is a family who has been struggling, often for months, finally finding someone who can help them.

You are also the person no schedule gap survives. You are detail-obsessed, proactive, and you do not let things slip. You close every loop. You follow up before anyone has to ask. You make referring providers feel so taken care of that sending a patient to CWPD becomes their automatic first choice.

If that is YOU — we have been looking for YOU!

Who We Are

Central Washington Pediatric Dentistry is a prevention-first, education-forward pediatric dental practice with two locations in Yakima and Ellensburg. We are guided by our B.U.B.B.L.E.S. core values and committed to being the top pediatric dental practice in central Washington.

Our Specialty: Tongue Tie & Tethered Oral Tissue

Dr. Neal Smith has over 8 years of frenectomy and tethered oral tissue experience and is building the premier tongue tie program in central Washington — backed by a model that makes his expertise accessible across the region. You are the person who connects families to that care and makes sure every referral relationship is nurtured, organized, and converting.

What You Own

This is a full-time position with two clear ownership areas that are equally non-negotiable:

1. The Schedule

Fill every column proactively — Dr. Neal’s schedule, Dr. Amy’s schedule, and any associate dentist’s schedule as the practice grows
Manage the waitlist and convert cancellations to filled appointments within hours, not days
Confirm appointments 48–72 hours in advance and reduce no-shows through consistent, warm communication
Schedule intelligently — you understand procedure types, column flow, and how a well-built schedule protects the doctor’s energy and the practice’s production
Review and optimize both locations’ schedules daily — Yakima and Ellensburg

2. The Referral Pipeline

Log every inbound referral the same day it arrives — no exceptions
Contact referred families within 24 hours to schedule their consultation or appointment
Track every referral from first contact through completed treatment and communicate outcomes back to referring providers
Build and maintain relationships with our core referral network: lactation consultants, IBCLCs, pediatricians, ENTs, speech therapists, myofunctional therapists, occupational therapists and orthodontists
Manage the consultation pipeline — scheduling, family preparation, post-consult follow-up, and provider communication
Coordinate outbound referrals when Dr. Neal or Dr. Amy refers patients to specialists — ensuring smooth handoffs and documented follow-through
Conduct monthly outreach to active referring providers to maintain and deepen those relationships
Identify and cultivate new referral sources across Yakima County, Kittitas County, and surrounding areas
Generate weekly referral conversion reports for leadership review

Who You Are

This is a senior front office role. We are not looking for someone who will grow into it. We are looking for someone who is already there.

Non-Negotiable Experience:

Minimum 2–3 years of dental front office experience — you understand how a dental practice runs, what the schedule means, and how to talk to patients and providers with clinical credibility
Clinical dental experience is strongly preferred — dental assisting background, expanded functions, or hygiene support experience gives you the clinical vocabulary to be effective in this role
Referral coordination, care coordination, or patient relations experience in a dental or medical setting
Proficiency with dental practice management software — we use Curve Hero

The Profile We’re Looking For:

Clinical Credibility

You can speak with a health care providers and their teams about tongue tie, explain frenectomy to a lactation consultant, and describe a referral outcome to an ENT — and they will trust you because you clearly know what you’re talking about.

Obsessive Organization

Nothing falls through the cracks. Not one referral, not one pre-auth, not one empty column. You track everything and you close every loop without being reminded.

Relationship Warmth

Referring providers call you by name. Families ask for you specifically. You build trust quickly and maintain it consistently — in every interaction, at both locations.

Self-Directed Drive

You do not wait to be managed. You see what needs to happen, you make it happen, and you report back with results. You measure your own performance because the work matters to you.

Location Flexibility

You are comfortable working 3–4 days per week in Yakima and 1–2 days per week in Ellensburg. Both locations are yours — not one home base and one inconvenience.

Bilingual Preferred

English/Spanish fluency is strongly preferred. Our community is proudly diverse and our care is for every family in central Washington.

Our Culture: B.U.B.B.L.E.S.

We don’t just post our values on a wall. We hire for them, measure by them, and celebrate them. As Clinical Referral Coordinator, four of them define your role:

Be All In for Patients

Every referral is a child and a family who needs us. You treat every follow-up call with that weight.

Level Up

You stay current on tongue tie, tethered oral tissue, and pediatric dental referral best practices because understanding the clinical side makes you better at your job.

Execute with Excellence

Every referral logged. Every callback made. Every loop closed. Details matter. No shortcuts.

Serve with Heart

Kindness leads everything you do — with families, with referring providers, and with your teammates.

Schedule & Compensation

Hours

Full-Time

4–5 days/week

Yakima

Primary Location

3–4 days/week

Ellensburg

Satellite Location

1–2 days/week

Pay Range

$24 – $30/hr

Based on experience

Why the pay range reflects experience:

The $24–$30/hour range reflects the dual clinical-and-coordinator skill set this role requires. A candidate with strong front office experience and dental knowledge starts at the lower end. A candidate who brings clinical assisting experience, referral coordination background, and bilingual fluency — someone who can speak credibly with a pediatrician about a tongue tie referral and own a schedule that protects daily production — earns toward the top. We will not lose the right person over compensation.

How to Apply

Send your resume to cwpd2015@yahoo.com with a short note answering two questions:

1. “Describe your dental and/or clinical background and how it has prepared you to coordinate referrals at a clinical level.”

2. “Tell us about a time you owned a process where nothing could fall through the cracks. What did you build and what were the results?”

We read every application personally and respond to every candidate. Because that’s how we do things.

Pay: $24.00 - $30.00 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Professional development assistance
Vision insurance

Work Location: In person

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