Patient Intake Scheduler

Job Title

Serve as a key liaison between referring providers, clinical teams, and new patients to ensure timely, accurate, and compassionate coordination of care.

Required Skills & Experience:

• Knowledge of healthcare workflows and referral management best practices.
• Experience with Microsoft Office Products (Outlook, Word, Teams, and Excel) required.
• Proficiency with medical terminology and insurance benefits and eligibility verification.
• Two (2) years patient access and/or referral management experience in healthcare preferred with progressive responsibility or equivalent combination of education and work experience.

Nice to Have Skills & Experience:

• Knowledge of multiple PMS and EHR platforms preferred.

Job Description:

• Manage the full continuum of the new patient referral process, ensuring all referrals are processed efficiently and in alignment with departmental standards.
• Assess patient needs independently to prioritize and triage referrals, ensuring timely access to care based on clinical urgency.
• Actively follow up with referring providers to obtain missing medical records, diagnostic results, and documentation critical to patient onboarding.
• Collect and verify patient demographic, insurance, and referral information to ensure a seamless registration and scheduling experience.
• Accurately create and update patient accounts in the practice management system, maintaining data integrity and readiness for clinical review.
• Conduct insurance eligibility and benefit investigations to support financial transparency and patient preparedness.
• Provide patients with clear, compassionate communication regarding appointment logistics, including time, location, directions, and preparation instructions.
• Facilitate a welcoming onboarding experience by distributing and reviewing new patient paperwork and educational resources.
• Maintain and adjust physician schedules to ensure new patients are appropriately and efficiently scheduled.
• Collaborate closely with clinical and administrative teams to accommodate scheduling needs and rescheduling requests without disrupting care continuity.
• Ensure all patient records are accurately documented and updated in designated systems, supporting informed decision-making across care teams.
• Review and validate the completeness of medical records during the registration process to support clinical readiness.
• Escalate complex or time-sensitive issues to the appropriate department or supervisor to ensure timely resolution and patient satisfaction.
• Uphold all organizational policies, healthcare regulations, and accreditation standards, including HIPAA, in every interaction and process.
• Contribute to a culture of excellence by supporting additional duties as assigned and continuously seeking opportunities to improve the patient experience.