Hire cost effective Referral and Care Coordination Assistants with great communication skills who are willing to work in your time zone
We’ll help you find the ideal candidate and provide support through the onboarding process
We review hundreds of candidates each week and only accept the top 2%
No hidden fees or long term contracts
George reached out to me on LinkedIn, and while I rarely respond to cold outreach offering services, his approach felt thoughtful and genuine, so I decided to explore what his firm had to offer. We’ve been considering offshore talent for several years but hadn’t made the leap, as we hadn’t found the right offshore partner. Recently, we started working with Ataraxis, and it’s been a fantastic experience—they quickly sourced an exceptional contractor for our recruiting team and ran a smooth, efficient process from start to finish.
I was pretty hesitant about hiring people offshore, but had a fantastic experience working with Ataraxis to hire a virtual recruiter for my business. They connected me with Anabel, who’s based in the Philippines and has been incredible—she’s extremely hard-working, quick to learn, and always brings a great attitude to her work. Now I’m thinking about how I can build a team around her.
The entire process with Ataraxis has been seamless, and they regularly check in to make sure I’m happy with the service they’ve provided. It’s clear they truly care about their clients’ success. I highly recommend Ataraxis to anyone looking to grow their team with quality talent!
Highly Recommend!
I had the absolute pleasure of working with George, and I can confidently say that his expertise and guidance have been game-changing for my business. On our first conversation, George provided clear, actionable strategies tailored to my recruitment challenges. His deep industry knowledge, tested outreach methods, and data-driven approach set him apart.
If you’re a recruiter or business owner looking for expert-level guidance on client acquisition, outreach, and recruitment processes, I highly recommend working with George. His advice is practical, results-driven, and delivered with professionalism and genuine care for your success.
Thank you, George, for your time, insights, and the motivation to push forward with confidence!
I made a hire through Ataraxis a few months ago.
As it goes in any hiring process, when you meet the right person, you know immediately. I knew when I met the 5th candidate that she’d be the one.
3 weeks into her job she had a fundamental mastery of her own responsibilities. 2 weeks later, she assumed a whole new set of responsibilities on top of that. And now she’s a fully integrated part of my team.
10/10 will work with Ataraxis again.
George and his team did a fantastic job placing a Talent Sourcer on my team. She’s smart, communicates well, works diligently, and is a self-starter. Bonus points, her background (10 years!) is in an industry directly adjacent to ours. As such, she was able to catch on extremely fast and onboarding her was a breeze. My only gripe is that I wish I had taken this on sooner. Thanks Ataraxis!
George has been a great help throughout this process, which was new to us. His team sourced some great candidates for us to choose from, and we are really happy with our hire. George has also conducted regular check-ins and follow-ups. He is happy to share his personal insights and experience around structuring the job description, onboarding, and getting the best out of this recruitment process. I would definitely recommend George and his business for VA solutions.
Hiring referral and care coordination assistants through Ataraxis provides organized care support at a fraction of U.S. salaries, tracking referrals, securing appointments, and closing care loops to cut patient leakage and improve continuity of care while overhead stays low.
Here’s how referral and care coordination assistant companies like Upwork, Fiverr, OnlineJobs.PH, and Ataraxis compare on key hiring criteria.
MBA, with 8 years of experience in healthcare, finance, and HR
MBA, with 9 years of experience in marketing, accounting, and professional services
Master’s degree, with 8 years of experience in finance, software, and consulting
MBA, with 12 years of experience in manufacturing, real estate, and hospitality
A Referral & Care Coordination Assistant supports healthcare providers by managing patient referrals, coordinating care between specialists, and ensuring smooth communication across the care team. They help improve patient outcomes, reduce delays, and maintain compliance with healthcare requirements.
A Junior Referral & Care Coordination Assistant typically has 0–2 years of experience and supports basic administrative tasks such as scheduling referral appointments, preparing referral documentation, and maintaining accurate patient records. They are familiar with healthcare terminology, electronic health record (EHR) systems, and HIPAA compliance. Working under supervision, they ensure patients are directed to the right providers while maintaining timely communication.
Ideal for practices needing entry-level support to assist with routine referral and care coordination tasks.
With 2–5 years of experience, a Mid-Level Referral & Care Coordination Assistant independently manages referral workflows, communicates with multiple providers, and ensures patients receive appropriate follow-up care. They are skilled in verifying insurance coverage, handling more complex scheduling, and monitoring referral completion. Proficient in EHR systems and payer guidelines, they help minimize delays and improve care continuity.
Perfect for organizations seeking a dependable professional who can streamline patient coordination and collaborate with providers effectively.
A Senior Referral & Care Coordination Assistant brings 5+ years of experience and excels in overseeing referral and care coordination processes for large patient populations. They are experts in managing high-volume or complex referrals, resolving escalated issues, and implementing best practices for care transitions. Senior specialists often mentor junior staff, optimize workflows, and collaborate with leadership to improve patient outcomes and care delivery efficiency.
Ideal for healthcare organizations needing a seasoned professional to lead and refine referral and care coordination operations.
Your ideal Referral & Care Coordination Assistant should be someone with excellent communication skills and a strong understanding of referral workflows and care plans. You should enjoy working closely with them, knowing they are dedicated to supporting your practice full-time. They will use secure technology to create referrals, verify requirements, collect records, schedule and confirm specialist visits, track authorizations, update the EHR, follow up on results, and close the loop so every patient knows the next step.
Hiring the right Referral & Care Coordination Assistant lets your team spend less time chasing paperwork and more time on patient care and growth. The result is faster referrals, fewer no-shows, better continuity of care, and a smoother experience for both providers and patients.
Manage patient referrals to specialists, imaging centers, or external providers.
Obtain insurance authorizations required for referrals and procedures.
Adhere to HIPAA, Medicare, and insurance guidelines.
Ensure smooth transitions of care between primary providers and specialists.
Coordinate appointments with external providers on behalf of patients.
Record all referral and care coordination activities in the EHR system.
Confirm coverage and requirements before scheduling referred services.
Track referral completion and ensure reports are received from specialists.
Serve as liaison between primary care providers, specialists, and patients.
Maintain accurate logs of referrals, authorizations, and patient updates.
Ensure processes adhere to HIPAA and healthcare regulations.
Generate reports on referral trends, completion rates, and care coordination outcomes.
Ensure patients receive timely referrals and coordinated care.
Free providers and staff to focus more on clinical care.
Minimize delays in scheduling and follow-ups with specialists.
Ataraxis does the heavy lifting by thoroughly screening and vetting virtual assistants before they’re matched with you. This means you won’t waste time sorting through unqualified candidates.
Ataraxis virtual assistants are fluent in English and skilled at communicating professionally, ensuring there’s no miscommunication in your day-to-day tasks.
Unlike many freelancers who may not align with your work hours, Ataraxis virtual assistants are willing (and happy) to work in your time zone, making collaboration seamless.
All Ataraxis VAs are college educated and have specialized experience in various fields, so you can trust them to hit the ground running.
Hiring through Ataraxis gives you access to ongoing support. If your team of virtual assistants needs adjustments, Ataraxis is there to help, unlike freelancer platforms where you’re on your own.
Freelancer platforms often attract short-term gig workers who juggle multiple client projects at the same time. Ataraxis virtual assistants are committed to building lasting partnerships with one employer, becoming a true extension of your team.
When you’re ready to hire a referral and care coordination assistants, the best location depends on the mix of cost, language skills, time-zone overlap, and talent depth your business needs. Here’s a quick tour of the best regions, each with clear advantages and a few trade-offs, to help you decide where to hire a referral and care coordination assistants who fits your workflow.
Pros:
It’s no surprise that many business owners choose to hire a Filipino referral and care coordination assistant. Candidates from this region have strong English proficiency, familiarity with western business culture, and experience working for U.S. clients. 24/7 support is also easy because night-shift work is common.
This region excels in customer service, lead generation, virtual assistance, data entry, bookkeeping, medical billing, and healthcare administrative support.
Cons:
Increasing demand for Filipino referral and care coordination assistants is slowly pushing wages up and internet outages during typhoon season occasionally interrupt service.
*Ataraxis referral and care coordination assistants from this region have power and internet backups to minimize service interruption and are willing to work in your time zone.
Pros:
Near-shore time zones mean you can hire a referral and care coordination assistant who works the same hours as your U.S. team, reducing lag on urgent tasks. Businesses with a large Spanish-speaking customer base may also benefit from hiring bilingual virtual assistants.
This region excels in sales development, business development, digital marketing, customer success, and account management.
Cons:
Hourly rates are much higher and the talent pool is much smaller compared to the Philippines and other regions.
Pros:
Highly educated, English-first workforce with a neutral accent, which is a big plus for phone-based support, especially for U.K. and Australian companies. South Africa overlaps with U.S. mornings and U.K. afternoons, which is ideal for trans-Atlantic operations.
This region excels in virtual assistance, healthcare administrative support, sales development, business development, digital marketing, customer success, content moderation, and account management.
Cons:
Cost of talent sits between Latin America and the Philippines, trimming, but not eliminating, cost savings.
Pros:
Rapidly growing BPO sector that is less competitive compared to the Philippines and Latin America. Top candidates from this region have accents that are almost indistinguishable from U.S. based staff.
This region excels in virtual assistance, executive assistance, software engineering, accounting, data entry, social media management, and business development.
Cons:
Infrastructure and internet reliability still improving outside major hubs.
Pros:
Near-shore location for U.S companies delivers real-time collaboration for East-Coast teams and fluent English support. Very competitive operating costs versus onshore hires.
This region excels in customer service, BPO call centers, healthcare claims, technical support, and help desk support.
Cons:
Smaller population means fewer specialised referral and care coordination assistants, so scaling a large team may be harder. Hourly rates trend closer to Latin American levels given limited supply.
Pros:
Countries in this region are well-known for high education levels and strong work ethic. Arguably, the deepest talent pools for technical roles and has an ideal time zone overlap for European companies.
This region excels in software engineering, quality assurance, DevOps, data analytics, and other technical roles.
Cons:
Costs are much higher than the Philippines, East Africa, and time zone differences may be a bigger obstacle for U.S. companies.
Hiring your first referral and care coordination assistant is perfectly doable on your own, but most business owners underestimate the hours it takes to sift through resumes, schedule calls, and run multiple interview rounds. Research shows that the DIY path typically drags on for weeks (or months), involves several interviews, and can still lead to mis-hires if you rush the vetting stage.
List everything you want your referral and care coordination assistant to own and create detailed instructions. Clarifying scope upfront helps with long term retention and minimizes confusion.
Having a set schedule helps create structure and consistency.
Write a descriptive JD with required experience, KPIs, schedule expectations, etc.
Post your job description to referral and care coordination assistant websites and craft a recruitment message you can use to reach out to candidates directly.
Expect to screen 40-100 candidates to find your ideal referral and care coordination assistant.
Give 2-3 finalist candidates a short take-home assignment to test their attention-to-detail, responsiveness, and work product.
A bad hire can cost up to 50% of first-year pay, so doing your due diligence is cheap insurance.
Draft an employment or contractor agreement, include an NDA, and grant tool access.
When you hire a referral and care coordination assistant through Ataraxis, you skip steps 2-7, saving you weeks of lost productivity.
A Referral and Care Coordination Assistant is a healthcare support professional who manages patient referrals to specialists, ensures continuity of care between providers, and coordinates follow-up appointments. Their role reduces administrative bottlenecks, improves patient experience, and strengthens provider collaboration.
When referrals or follow-ups are delayed, patients may miss necessary care, and providers risk losing track of treatment plans. Proper coordination ensures timely patient access, accurate documentation, and stronger relationships with both patients and referring providers.
By reducing wait times, keeping patients informed, and ensuring no referral falls through the cracks, they improve continuity of care and overall patient experience.
Yes. They are trained to manage referrals across primary care, specialty clinics, and hospital systems, adapting to the unique needs of different providers.
They handle the administrative legwork of coordinating care, freeing nurses, physicians, and staff to focus on direct patient interaction rather than follow-up calls and scheduling.
Yes. They ensure referral documentation meets payer requirements, follow HIPAA guidelines for patient confidentiality, and maintain secure records.
They use HIPAA-compliant tools such as secure email, EHR messaging, or patient portals. They also conduct follow-up calls or send reminders based on your clinic’s protocols.
Yes. Whether you’re a small clinic or a multi-specialty group, a Referral Coordinator can manage increasing referral volumes and ensure care coordination processes stay efficient as patient demand rises.
Hiring a referral and care coordination assistant saves money compared to having full-time office staff. This lets you and your team focus more on growing your business and doing what you do best.
Great referral and care coordination assistants often come from countries and regions like the Philippines, South Africa, Latin America, East Africa, and Eastern Europe. These countries are known for their skilled workers who speak fluent English and have strong work ethics.
Yes! At Ataraxis, your referral and care coordination assistant will match your local time zone, making teamwork easy and smooth.
US-based referral and care coordination assistants usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time referral and care coordination assistants starting at just $11 per hour. This means you get great help for up to 70% less.
We keep your information safe by using secure VPN connections, regular monitoring, and privacy agreements signed by every referral and care coordination assistant.
Payments are easy and secure with Stripe. We also promise 100% satisfaction – if you’re not happy, we’ll fix it right away.
Ataraxis only offers full-time referral and care coordination assistants because they provide more consistent help, become part of your team, and show greater commitment.
Ataraxis uses software to monitor your assistant’s activities, ensuring they are always working efficiently and staying productive.
It’s best to set up clear communication methods right from the start. You can use popular tools like Slack, WhatsApp, Zoom, or email, based on what works best for you.
Your satisfaction is our #1 priority. If you’re not happy, we’ll quickly address the issue and find you a better match, or issue a prorated refund if needed.
Great communication skills, attention to detail, strong work ethics, time zone alignment, work from home readiness, and problem solving skills. We carefully choose assistants based on their skills, experience, availability, and special abilities to make sure they match your business needs.
Yes! Many businesses find referral and care coordination assistants deliver even better quality work, especially for specialized tasks.
Paying very low rates, like $2-3 per hour, usually means getting less skilled workers and lower quality work. Ataraxis offers affordable assistants who are highly skilled.
It usually takes 1-2 weeks to get your referral and care coordination assistant fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
