Intake Coordinator

We are excited that you are considering joining Nova Southeastern University!


Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.


We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:


Coordinates 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:


1. Responds to inquiries from the public and referring providers; provides information regarding services and policies and makes referrals as appropriate.
2. 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.
3. Assesses urgency of intake calls and provides appropriate referrals when needed.
4. Coordinates service needs with Program Directors/Coordinators and follows up on referrals to ensure receipt of services.
5. Monitors program waitlists, maintains intake databases, and generates reports as required.
6. Attends and participates in staff meetings, compliance training programs, and in-service sessions.
7. Receives and processes specialty referrals, maintains tracking records, and communicates referral status to patients and referring providers in accordance with departmental procedures.
8. Reviews and prepares intake-related documentation within the Electronic Health Record (EHR), ensuring accurate entry and proper categorization in accordance with departmental standards.
9. 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.
10. Triages incoming communications containing protected health information (PHI), routes them appropriately, and documents patient interactions accurately within the EHR.
11. Routes prescription refill and therapy documentation requests to the appropriate provider for action and notifies patients upon administrative completion.
12. Reports referral-related issues or barriers to supervisors in a timely manner.
13. Performs other duties as assigned.


Job Requirements:

Required Knowledge, Skills, & Abilities: Knowledge
1. Proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel) and ability to utilize database systems for intake tracking and reporting.
2. Working knowledge of patient intake and admissions coordination processes within a healthcare setting.
3. Knowledge of HIPAA regulations and institutional policies governing the handling of Protected Health Information (PHI).
4. Understanding of customer service principles and practices related to patient access, needs assessment, and service coordination.
5. Basic knowledge of Electronic Health Record (EHR) systems (e.g., Axium) for documentation and information retrieval.

Skills
1. Strong active listening skills to accurately gather intake information and assess patient needs.
2. Effective verbal communication skills to explain services, scheduling procedures, and specialty program requirements.
3. Professional written communication skills for accurate EHR documentation and provider correspondence.
4. Critical thinking and judgment skills to assess urgency and determine appropriate referral routing.
5. Strong organizational and time-management skills to manage multiple referrals and scheduling demands.
6. Problem-solving skills to coordinate care between patients, providers, and support departments.
7. Service orientation with the ability to maintain professionalism in patient-facing interactions.

Abilities
1. Ability to recognize urgent situations and escalate appropriately.
2. Ability to enter and verify information accurately within EHR and tracking systems.
3. Ability to maintain strict confidentiality and handle sensitive information responsibly.
4. Ability to collaborate effectively with providers, leadership, and referring agencies.
5. Ability to manage competing priorities in a fast-paced clinical environment.
6. Ability to communicate clearly and professionally with diverse patient populations.

Physical Requirements & Working Environment
1. Must be able to speak clearly and hear sufficiently to communicate effectively with patients, providers, and staff.
2. Must be able to see details at close range for computer work and document review.
3. Prolonged periods of sitting and computer use; may require intermittent standing, walking, bending, or reaching.
4. Frequent use of keyboard, mouse, telephone, and standard office equipment.
5. Ability to maintain focus and accuracy in a busy clinical office environment.
6. Work performed primarily in a normal office/clinical administrative setting.
7. May be required to work occasional evenings or weekends based on program needs.

Required Certifications/Licensures:

Required Education: High School Diploma or Equivalent


Major (if required:

Required Experience: Minimum of two (2) years of experience in patient intake, scheduling, referral coordination, or a related healthcare administrative role.


Preferred Qualifications:


1. Training and/ or experience in the field or in a related area.
2. Experience with Electronic Medical Record system.
3. Bilingual


Is this a safety sensitive position? No


Background Screening Required? Yes


Pre-Employment Conditions:

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.


NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.