Fractional Referral Coordinator
End-to-End Referral Development, Done for You
We place an experienced coordinator in your company who handles outreach, follow-ups, meetings, and relationship nurturing. They work from your email address, in your name. It’s like hiring a full-time business development rep at a fraction of the cost.
The Problem We Solve
You know referral outreach works. You’ve seen the results when you actually get around to doing it. But the truth is, nurturing referral relationships is the hardest part for time-strapped ABA practice owners. It requires at least two personalized touchpoints per month, plus consistent follow-up on a bi-weekly cadence.
Most practices can’t sustain that. Clinical work takes priority, outreach slips, and the referral pipeline dries up. That’s exactly why we built this service.
The Two-Part System
PART 1
Business Development Rep
Handles all the technical work: qualifying leads, importing data, sending outreach emails, managing the CRM, scheduling meetings, and tracking responses. This is the behind-the-scenes engine that keeps your pipeline full.
PART 2
Referral Coordinator
Takes the meetings, builds the relationships, and deepens connections with referring providers. This is the human touchpoint that turns a cold email into a long-term referral partner. Our coordinator is a former clinic director who understands ABA inside and out.
What You Get
- Outreach emails sent from your email address, in your name
- 2+ personalized touchpoints per month with each referral partner
- Bi-weekly follow-up cadence for strong referral leads
- Monthly referral filter email to all nurture contacts
- CRM management and pipeline tracking
- Meeting scheduling and provider introductions
- Monthly reporting on outreach metrics and referral pipeline
Think of it as hiring a full-time business development position, except you’re getting an experienced coordinator who already knows ABA, at a fraction of the cost of a W-2 employee.
The Referral Coordinator Staffing Model
Based on data from real ABA practices, here’s how a fractional referral coordinator’s time breaks down:
This model dedicates 10–15 hours per week to your referral development without a full-time salary. The coordinator targets 3 referrals per month minimum, with performance bonuses for additional referrals beyond that baseline.
How We Nurture Referral Relationships
Getting the first meeting is only half the battle. Sustaining referral relationships requires at least two personalized touchpoints per month. Here’s what that looks like:
Personalized Check-Ins
Phone calls or emails specific to their practice. We always prefer phone or face-to-face over email.
Holiday & Event Communications
Valentine’s cards, seasonal greetings, congratulations on milestones — genuine excuses to stay in touch.
Resource Provision
One resource per month relevant to their patient population. School readiness guides, parent handouts, developmental checklists.
Referral Filter Emails
Monthly email to all nurture contacts: ‘Here’s who we have availability for and what we specialize in.’
Related: Download our free Relationship Nurture SOP to see the full framework.
Coordinator FAQ
Will referral sources know it’s not really my employee?
No. The coordinator works from your email address, uses your company name, and represents your practice in all communications. To the outside world, they are your team member.
What’s the minimum commitment?
We recommend at least 3 months to see the referral pipeline mature. Most practices see first referrals in month 3-4 and consistent partners by month 5. No long-term contracts required.
Can I see what’s being sent on my behalf?
Absolutely. You have full visibility into every email, every meeting scheduled, and every touchpoint made. We track everything in a shared CRM pipeline so you always know the status.
What happens to the relationships if I cancel?
They’re yours. Every contact, every relationship, every CRM record belongs to your practice. We build the system so it can continue without us. Need to bring it in-house? Consider our Enterprise Consulting package.