Intake Coordinator - 991733

Primary Purpose

Captures patient intake, referral processing, and appointment scheduling services for specialty clinical programs. Serves as a primary point of contact for patients and referring providers, ensuring timely communication, accurate documentation, and compliance with institutional policies and confidentiality standards.

Job Category

Non-Exempt

Hiring Range

Pay Basis: Hourly

Subject to Grant Funding?

No

Essential Job Functions

• Responds to inquiries from the public and referring providers; provides information regarding services and policies and makes referrals as appropriate.
• Schedules intake and specialty appointments in accordance with departmental protocols; completes required screening documentation, notifies providers of scheduled cases, and provides patients with preparatory instructions to support efficient patient flow and readiness for care.
• Affords urgency assessments and provides appropriate referrals when needed.
• Collaborates service needs with Program Directors/Coordinators and follows up on referrals to ensure receipt of services.
• Maintains program waitlists, intake databases, and generates reports as required.
• Attends and participates in staff meetings, compliance training programs, and in-service sessions.
• Processes specialty referrals, maintains tracking records, and communicates referral status to patients and referring providers in accordance with departmental procedures.
• Reviews and prepares intake-related documentation within the Electronic Health Record (EHR), ensuring accurate entry and proper categorization in accordance with departmental standards.
• Processes patient and provider record requests using approved secure transmission methods (e.g., password-protected PDFs, two-factor password delivery) and coordinates urgent requests with the Records Department.
• Trips incoming communications containing protected health information (PHI), routes them appropriately, and documents patient interactions accurately within the EHR.
• Routes prescription refill and therapy documentation requests to the appropriate provider for action and notifies patients upon administrative completion.
• Reports referral-related issues or barriers to supervisors in a timely manner.

Job Requirements

• Knowledge
• Proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel) and ability to utilize database systems for intake tracking and reporting.
• Working knowledge of patient intake and admissions coordination processes within a healthcare setting.
• Knowledge of HIPAA regulations and institutional policies governing the handling of Protected Health Information (PHI).
• Understanding of customer service principles and practices related to patient access, needs assessment, and service coordination.
• Basic knowledge of Electronic Health Record (EHR) systems (e.g., Axium) for documentation and information retrieval.
• Skills
• Strong active listening skills to accurately gather intake information and assess patient needs.
• Effective verbal communication skills to explain services, scheduling procedures, and specialty program requirements.
• Professional written communication skills for accurate EHR documentation and provider correspondence.
• Critical thinking and judgment skills to assess urgency and determine appropriate referral routing.
• Strong organizational and time-management skills to manage multiple referrals and scheduling demands.
• Problem-solving skills to coordinate care between patients, providers, and support departments.
• Service orientation with the ability to maintain professionalism in patient-facing interactions.
• Abilities
• Ability to recognize urgent situations and escalate appropriately.
• Ability to enter and verify information accurately within EHR and tracking systems.
• Ability to maintain strict confidentiality and handle sensitive information responsibly.
• Ability to collaborate effectively with providers, leadership, and referring agencies.
• Ability to manage competing priorities in a fast-paced clinical environment.
• Ability to communicate clearly and professionally with diverse patient populations.
• Physical Requirements & Working Environment
• Must be able to speak clearly and hear sufficiently to communicate effectively with patients, providers, and staff.
• Must be able to see details at close range for computer work and document review.
• Prolonged periods of sitting and computer use; may require intermittent standing, walking, bending, or reaching.
• Frequent use of keyboard, mouse, telephone, and standard office equipment.
• Ability to maintain focus and accuracy in a busy clinical office environment.
• Work performed primarily in a normal office/clinical administrative setting. May be required to work occasional evenings or weekends based on program needs.