Referral Coordinator
*Positions have now closed!*
About Milestone
Milestone Menopause Centre delivers evidence-based menopause care built for women who
are tired of being dismissed and ready for clear answers.
Many women arrive carrying symptoms that affect sleep, mood, focus, energy, and confidence,
while still being expected to perform in every area of life. Milestone exists to replace uncertainty
with clarity and to deliver care that is respectful, accurate, and done properly.
The nursing team plays a huge role in that experience. Women may not remember every clinical
detail, but they will remember whether they felt safe, respected, and clear on what happens
next. Your work protects that standard, quietly, consistently, and professionally.
What is established and what is being built
•. Established from day one: clinical philosophy, experience standards, privacy expectations,
and professional conduct.
•. Being refined as we grow: workflows, templates, scripts, and documentation standards,
built through coaching and documented workflow improvements, not improvisation.
Role overview
The Referral Coordinator manages referrals end-to-end and ensures every file is accurate,
traceable, and actioned. This includes intake validation, chart creation, priority categorization
using defined rules, wait list maintenance, status updates to referring clinics and women, and
booking next steps.
AVA is Milestone’s electronic medical record. All referral intake, documentation, and status
tracking is completed in AVA using defined processes.
Support and authority
•. Defined intake steps, templates, and checklists for referral processing.
•. Defined escalation pathways for missing information, uncertain priority, and clinical edge
cases.
•. Authority to return incomplete referrals, request missing documentation, and pause
scheduling until critical details are confirmed.
•. Leadership backup when boundaries or timelines need reinforcement with referring clinics.
Remote privacy and security guardrails
•. Private workspace (no public/shared spaces).
•. Headset use required for phone calls; screens not visible to others.
•. No printing of personal health information unless explicitly approved; secure disposal
requirements if printing is ever permitted.
•. Secure network and device practices required (password protection, locked screen, and
approved storage methods).
•. Use approved channels only for referral intake and communication (secure fax, secure email,
referral portal, and documented phone calls).
How this shows up in practice (Non-negotiable standards)
•. Accuracy first: correct demographics, contact details, referring clinic details, and referral
content, verified and corrected immediately.
•. Confirm receipt of new referrals within one business day and ensure the referral enters
the intake workflow without delay.
•. Complete intake actions within defined timelines; when referrals arrive outside business
hours, actions begin next business day.
•. Priority integrity: urgent, semi-urgent, and non-urgent categories are applied using
defined rules approved by clinical leadership; uncertainty is escalated.
•. Referral precision protects trust, one wrong provider detail can delay care, disrupt
continuity, and create unnecessary friction for the woman waiting.
•. Ensure referring provider details match exactly before sending confirmations or
updates, including physician name, practitioner identification number, and clinic
location.
•. Confirm the correct fax number and phone number for the specific clinic site used on
the referral, recognizing that some physicians practice across multiple locations.
•. Wait list hygiene: wait lists reflect true status, timestamps, and next action, no hidden
backlog.
•. No guessing and no delays on risk: clinical concerns or unclear information are
escalated immediately through defined pathways
Core Responsibilities
Referral intake and validation
•. Receive referrals via approved channels and confirm receipt with the referring clinic.
•. Create a chart in AVA (electronic medical record) and enter referral details accurately.
•. Validate completeness: demographics, contact details notes, required documentation;
request missing items promptly.
•. Log and timestamp key milestones (received, acknowledged, chart created, categorized,
wait listed, booked, updated).
Priority categorization and escalation
•. Apply priority categories (Urgent / Semi-Urgent / Routine) using defined rules approved by
clinical leadership.
•. Escalate uncertain or complex cases through defined pathways; document the escalation
and outcome.
•. Maintain priority integrity when new information arrives or circumstances change.
Wait list and consult list management
•. Maintain the incoming consult list and wait lists with accurate status and next step.
•. Monitor wait list movement and ensure files do not stall without documented reason.
•. Prepare weekly snapshots for clinic operations leadership (counts by category, aging,
bottlenecks).
Communication and scheduling
•. Provide status updates to referring clinics with clear timelines and next steps.
• Contact women with respectful, plain-language updates and clear instructions.
• Book appropriate next steps, including education evenings when applicable, and document
outcomes in AVA.
A day in this role
•. You receive a referral with missing documentation, request what is needed the same day,
and document the request and follow-up plan.
•. You identify a mismatch in contact details, correct it, and prevent a failed outreach attempt
later.
•. You categorize a referral using defined rules, then escalate an edge case and document the
clinical decision.
•. You provide a clean status update to a referring clinic without overpromising timelines.
•. You prepare the consult list for upcoming education evenings and ensure booking notes are
complete.
How to apply
Please send your resume and short answers to the questions below to myhealth@milestonemenopausecentre.ca
•. Describe a time you caught an error that would have caused downstream issues. What did
you do?
•. How do you stay organized when managing multiple files at different stages?
•. What response times do you consider professional for inbound messages in a remote role?
•. How do you learn best when starting a new system (for example: step-by-step written
instructions, hands-on practice, video training, or a mix)?
•. Describe your remote workspace setup and how you protect privacy.
Pre-employment requirements
•. Proof of eligibility to work in Canada
•. Professional references
•. Background check, if applicable
•. Signed confidentiality and privacy commitments
Equal opportunity
Milestone Menopause Centre is committed to building a respectful, inclusive workplace. We
welcome applicants with diverse backgrounds and experiences and hire based on alignment,
capability, and professionalism.