Patient Intake Coordinator - Medical Front Office

Patient Intake Coordinator

The Patient Intake Coordinator plays a vital role in ensuring a positive experience for patients and visitors by providing exceptional customer service, managing front office operations, and facilitating communication between patients, providers, and internal teams. This position supports the organization's mission by promoting patient satisfaction, accurate documentation, and efficient care coordination.

The Opportunity

• Warmly greet patients and visitors, complete timely check-in, and direct individuals to the appropriate designated area
• Manage patient registration by verifying demographic information and facilitating the completion of all required consents and documentation
• Prepare and scrub patient charts in advance of scheduled appointments to support efficient check-in and care delivery
• Communicate clearly and professionally with patients and caregivers regarding appointments, preparation instructions, check-in requirements, insurance questions, and services
• Schedule, reschedule, and confirm new and follow-up appointments accurately, communicating updates and expectations clearly to patients and staff
• Triage incoming calls, messages, and inquiries, directing appointment, insurance, or clinical concerns to the appropriate department or personnel
• Communicate effectively with Insurance Coordinators, clinic staff, providers, and internal teams to support insurance verification, continuity of care, and timely resolution of patient concerns
• Utilize daily reports and complete required Medicaid audits to ensure accuracy, compliance, and proper patient billing
• Collect copayments and outstanding balances at the time of service in accordance with policy
• Ensure compliance with Quickview expectations and all applicable regulatory standards
• Demonstrate adaptability by consistently following new and updated workflows, procedures, and process changes
• Comply with HIPAA and organizational privacy policies by maintaining confidentiality of patient and employee information, ensuring secure and accurate data handling, and accessing information strictly on a need-to-know basis
• Maintain a professional, organized, food-free work area with personal items stored appropriately and all documents secured
• Support additional administrative duties as needed to maintain efficient front office operations

Additional responsibilities include:

• Assist with coverage for other front office staff during breaks, lunches or unexpected absences.
• Participate in special projects, pilots, or short-term initiatives that fall outside of standard intake operations.
• Support the training and onboarding of new front office staff.
• Assist with departmental meetings, huddles, or administrative preparation when requested.
• Notify the appropriate staff member or department of deliveries and visitors upon arrival.
• Provide backup assistance with outreach activities or appointment reminder calls when delegated.