Intake Specialist - Scheduling

About the Role

The Intake Specialist plays a vital role in supporting patient access to care by coordinating referrals, reviewing clinical documentation, and ensuring services are set up accurately and efficiently. You’ll work closely with patients, providers, referral sources, and internal teams to navigate insurance requirements, confirm eligibility, and move the intake process forward smoothly.

Core Responsibilities

• Review medical records, clinical documentation, and payer guidelines to determine patient eligibility, qualification status, and compliance prior to service delivery.
• Communicate with patients regarding financial responsibility, collect payments when applicable, and document interactions accurately.
• Contact patients when documentation does not meet payer requirements, providing updates and alternative options to support timely care.
• Work with referral sources, physicians, and clinical teams to obtain complete and compliant documentation.
• Demonstrate expert knowledge of payer requirements to ensure services are provided appropriately and in compliance.
• Maintain accurate, timely documentation of patient information and communications using electronic systems.
• Accurately enter referrals within established timeframes while meeting productivity and quality standards.
• Coordinate with leadership to ensure appropriate inventory and services are selected and scheduled.
• Collaborate with sales, insurance verification, and internal support teams to facilitate the referral and intake process.
• Navigate multiple EMR and online systems to obtain and manage documentation.
• Ensure appropriate shipping and delivery methods are selected in accordance with company procedures.
• Answer incoming calls promptly and provide professional assistance to patients and referral sources.
• Participate in on‑call rotation during non‑business hours in accordance with company policy.
• Support team operations and quality standards by following company policies and procedures.
• Perform other related duties as assigned.

Qualifications

• At least one (1) year of relatable work experience.
• High School Diploma, Associate’s degree in a related field, Healthcare Administration, Business Administration, or equivalent work experience.
• Experience in management, administrative, clerical, insurance, billing, claims, call center, or customer service preferred (not required).
• Experience within a healthcare organization, pharmacy, HME, medical supply, or Medicare‑certified environment is a plus.
• Excellent verbal and written communication skills, including analytical, problem‑solving, and decision‑making abilities with attention to detail.
• Ability to multi‑task in a fast‑paced environment.
• Proficient computer skills – Microsoft Office; familiarity with healthcare systems is a plus.
• Comfort learning new technologies and navigating multiple systems.
• Ability to work independently while following established procedures and directives.

Compensation

Compensation is based on experience, location, and role level.

Benefits

• Comprehensive medical, dental, and vision coverage (eligible first of the month following hire).
• 401(k) with company match.
• Paid Time Off plans, including six paid holidays.
• Employee Stock Purchase Plan.
• Paid Parental Bonding Leave.
• Short and long‑term disability insurance.
• Life and AD&D insurance.
• Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA).
• CVS Minute Clinic and Teledoc access.
• Spousal Advantage Reimbursement Plan.
• Identity Theft Protection and Legal Plan.

Requirements Disclosure

Company‑conducted background check is required for all roles. Company‑conducted motor vehicle record check is required for all driving roles. Clinical roles require valid licensure/certification, where applicable. In Florida, candidates must undergo background screening through the Florida Care Provider Background Screening Clearinghouse. In California, candidates for on‑site positions at a Home Medical Device Retailer (HMDR) facility must obtain a California Department of Public Health (CDPH) Exemptee License and provide proof of required training.

Work Environment

Each role has a unique set of physical demands and work environment(s). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. For more detail, please inquire upon application selection.