INTAKE COORDINATOR I

Patient Care America

Patient Care America is a premier renal healthcare provider specializing in precision medicine nutrition support and clinical solutions for kidney disease patients. We offer evidence-based therapies such as IDPN (Intradialytic Parenteral Nutrition) and IPN (Intraperitoneal Nutrition) to help manage malnutrition and improve clinical outcomes. Backed by published research demonstrating improvements in albumin levels, our therapies are trusted by nephrology teams and dialysis clinics nationwide. Proudly accredited by PCAB, ACHC, and NABP, we uphold the highest standards of safety, quality, and care. But our commitment extends far beyond delivering infusion therapies; our value-added services include oral nutrition supplement programs, access to our clinical support nurse team, patient support networks and free continuing education for registered dietitians and nurses. As a leading renal solutions provider, we also offer bundled prescription medications, streamlining delivery and supporting improved medication adherence. To support patients beyond the clinic, we provide digital tools and community-based platforms tailored to their needs and experiences. These tools include educational resources, the TransplantLyfe365 app, and an online peer community that helps patients connect with others and manage the everyday challenges of chronic kidney disease and transplantation. Driven by a dedicated commitment to scientific rigor, clinical excellence and compassionate care, Patient Care America is redefining what it means to be a true partner through each stage of kidney care.

BENEFITS

Our company offers: Competitive pay Monthly bonus program Generous paid time off Paid holidays Health insurance Life insurance Employer paid Long-term and Short-term Disability Wellness 401k retirement with company matching program Educational assistance Career growth and much, much more!! You must be able to pass a drug, background screen and be eligible to work in the U.S.

Job Summary

The Intake Coordinator plays a critical role in ensuring seamless patient onboarding by managing incoming referrals from physicians, clinics, Nutrition Therapy Consultant (NTC), and other referral sources. This position is responsible for accurately entering patient demographics and intake information into the system, verifying the organization's ability to provide services, and communicating with referral partners in a timely and professional manner.

The Intake Coordinator serves as a key liaison between referral sources, the internal care team, and the outside sales team to support efficient care coordination and patient satisfaction. This role also supports front-line customer service by answering and routing incoming calls and submitting prior authorizations. Success in this position requires strong attention to detail, excellent interpersonal skills, and the ability to manage multiple priorities in a fast-paced, patient-focused environment.

Qualifications

• Associate's degree required; coursework in healthcare administration, pharmacy, or a related field preferred.
• 12 years of experience in a healthcare, pharmacy, or insurance-related environment strongly preferred.
• Exceptional verbal and written communication skills, with the ability to convey complex information clearly and professionally.
• Strong interpersonal skills with a customer-first mindset and the ability to build rapport with patients, providers, and internal teams.
• High level of initiative, accountability, and commitment to excellence in performance and service delivery.
• Demonstrated ability to work independently while contributing to a collaborative team environment.
• Proven success managing multiple priorities in fast-paced, deadline-driven settings.
• Strong attention to detail and organizational skills with a focus on accuracy and efficiency.
• Effective analytical and problem-solving abilities; able to synthesize information and generate detailed reports or insights as needed.
• Familiarity with medical terminology, insurance processes, and prior authorization procedures is highly desirable.
• Proficient in Microsoft Office applications (Outlook, Word, Excel) and comfortable learning proprietary software systems.
• Positive attitude, strong work ethic, and a continuous improvement mindset are essential.

Essential Duties And Responsibilities

• Accurately enter patient demographics, insurance information, and referral details into internal software systems.
• Answer, screen, and route inbound calls in a professional and efficient manner.
• Monitor fax queue and assign incoming documentation to the appropriate department or workflow.
• Prepare written responses to routine inquiries and maintain timely, accurate communication with internal and external stakeholders.
• Perform general administrative duties including photocopying, faxing, mailing, and document management.
• Escalate high-priority or delayed authorizations to clinical or supervisory staff to prevent care delays.
• Assemble and distribute customized welcome kits for new patients and clinics, including educational materials, medication handling instructions, compliance forms, and contact resources to support onboarding.
• Maintain electronic and physical filing systems to ensure organized, secure, and compliant recordkeeping.
• Deliver exceptional customer service in all patient, provider, and partner interactions.
• Maintain a professional demeanor and foster a collaborative communication style across all internal teams and external partners.
• Provide support to cross-functional teams on overflow cases or high-priority referral needs.
• Ensure compliance with HIPAA, CMS, and company privacy guidelines; safeguard confidential health and insurance data at all times.
• Assist in maintaining data accuracy and preparing reports for internal use, audits, or performance tracking.
• Actively promote professionalism and teamwork in all interactions with patients, colleagues, and vendors.
• Process refrigerator and supply orders for patients and clinics as part of treatment readiness and care coordination.
• Utilize multiple software systems to document, update, and communicate real-time referral and intake statuses.
• Submit and track Medicare Part D prior authorizations and supporting documentation to ensure timely and compliant approvals.
• Order Kate Farms for active and pending patients.
• Manage the reception area, including keeping it clean and organized.
• Uphold professional standards in all interactions with colleagues, vendors, and patients.
• Contact patients to complete satisfaction and service-related surveys, ensuring accurate feedback collection and documentation.
• Perform other duties as assigned to support departmental objectives and the organization's mission of delivering timely, high-quality patient care.

Monday - Thursday 10am-7pm, Friday 8am-5pm, no weekends