Intake Coordinator

Pay rate: $17.60- $22.50 an hour, depending on experience and qualifications

Position Summary

Rosalind Franklin University Health Clinics (RFUHC) is seeking a full-time Intake Coordinator to support the Reproductive Immunology specialty. The Intake Coordinator serves as the primary point of contact for patients entering care and is responsible for coordinating all aspects of the intake process, including patient registration, insurance verification, and collection of required clinical and demographic information. This position plays a vital role in delivering an exceptional patient experience while supporting efficient clinical operations and revenue cycle processes.

This is a fully on-site position. Candidates must have reliable transportation to North Chicago, IL, Monday - Friday.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.


Who We Are

Rosalind Franklin University Health Clinics (RFUHC), a subsidiary of Rosalind Franklin University of Medicine and Science, combines compassionate care with state-of-the-art science to provide patients with high-quality medical services. RFUHC physicians are leaders and innovators in their specialties, offering patients access to the latest advances in podiatry, physical therapy, behavioral health, and reproductive medicine.


Essential Duties & Responsibilities

• Serve as the first point of contact for patients seeking care within the Reproductive Immunology specialty.
• Collect, verify, and accurately enter patient demographic, insurance, and medical history information into the electronic medical record (EMR) system.
• Ensure all required intake forms, consents, and specialty-specific documentation are completed prior to scheduled appointments.
• Review referrals, authorizations, laboratory requisitions, and related records for completeness and accuracy.
• Verify insurance eligibility, benefits, and coverage for specialty visits, procedures, and diagnostic testing.
• Identify services requiring prior authorization and coordinate with appropriate teams to support timely approval.
• Communicate patient financial responsibility, including copayments, deductibles, coinsurance, and non-covered services.
• Obtain required patient acknowledgments and financial responsibility forms, including documentation for experimental or non-covered testing when applicable.
• Respond to patient and provider inquiries regarding intake procedures, insurance requirements, and clinic workflows in a timely, courteous, and professional manner.
• Manage incoming calls and email communications, triage requests appropriately, and provide accurate information and support.
• Schedule new and follow-up appointments in accordance with provider protocols and clinic guidelines.
• Maintain confidentiality of patient information and ensure compliance with HIPAA and applicable organizational policies.
• Perform other duties as assigned to support clinic operations.

Conditions of Employment

• Must comply with all RFUHC policies and procedures.
• Must maintain confidentiality and adhere to HIPAA and other applicable healthcare regulations.
• Must achieve satisfactory results from a background check

Required Education & Experience

• High school diploma or GED equivalent required.
• Minimum of 2 years of experience in healthcare intake, patient access, or a medical front office setting.
• Working knowledge of HIPAA and healthcare compliance requirements.

Required Knowledge, Skills, & Abilities

• Strong understanding of insurance verification, benefits, and prior authorization processes.
• Familiarity with EMR systems and medical terminology.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with a patient-centered approach.
• High level of attention to detail and strong organizational skills.
• Ability to manage sensitive patient information with discretion, professionalism, and empathy.
• Ability to multitask and adapt in a fast-paced clinical environment.

Preferred Qualifications

• Knowledge of Reproductive Immunology workflows and specialized testing.
• Experience in fertility, reproductive health, immunology, or another specialty care setting.
• Experience using Athena or AthenaHealth.

Typical Physical Demands & Working Conditions

• Work is performed in a clinical office setting with frequent patient interaction.
• Requires prolonged periods of sitting and frequent computer use.
• Ability to manage multiple priorities in a fast-paced environment.
• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

EOE, Including Disability / Vets