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About the Role

The Intake Coordinator will oversee the intake process, review all intake packets before scanning, and reach out to patients/caregivers for missing documentation or signatures. This role involves auditing scheduled appointments for missing or outdated documents and collaborating with the Patient Access Manager and Lead Patient Service Representatives to optimize provider schedules.

Responsibilities

• Receive incoming calls from patients, house managers, parents, and/or guardians requesting medical, dental, and clinical appointments and schedule/confirm those appointments.
• Interface with patients, house managers, parents, and/or guardians immediately following a medical or dental appointment to schedule follow-up appointments.
• Track no-show and cancelled appointments and modify the schedule as needed.
• Ensure the provider master scheduler is accurately maintained and updated.
• Provide clinic phone coverage.
• Maintain productivity grid on a monthly basis.
• Ensure all necessary documentation/information (admission, insurance, discipline specific) is completed and correct prior to admission.
• Follow up on the admission process prior to the initial appointment.
• Accept and assist with inquiries regarding admission procedures and services provided.
• Review 'exception codes' to ensure 95 or 81 status; if lacking, submit DDP-2.
• Perform all duties as requested by supervisor.
• Contact no-shows to discuss policies and potential barriers.
• Track no-shows and send monthly reports to CLS Directors.
• Discuss patients marked for discharge with treating providers and mail discharge letters along with referral lists.
• Support Patient Service Representatives with telephone calls and appointment scheduling.

Requirements

• High School Diploma or Equivalent required.
• Basic Life Support/AED certification required.
• Strong oral, written, and organizational skills required.
• Prior experience coordinating activities of a busy medical office or health care center is a plus.
• Computer proficiency in all Microsoft Office Suite applications.
• Knowledge of Electronic Medical Record (EMR) is a plus.
• Ability to deal effectively with a variety of people and work in a team environment.
• Excellent client/customer service orientation.
• No physical demand for this position.

Skills

• Microsoft Office Suite
• Electronic Medical Record (EMR)
• Oral communication
• Written communication
• Organizational skills
• Teamwork
• Client/customer service orientation

Education Level

• High School Diploma or Equivalent