Intake Specialist

Position Type Full Time

Category Admin - Clerical

Description

WHO WE ARE At Polaris Pharmacy Services, we’re more than a pharmacy — we’re a dedicated partner in care, transforming how patients experience long-term, post-acute, correctional, PACE, and specialty pharmacy services. As industry leaders, we’re raising the bar for quality and coordination across all sites of care, ensuring every patient receives seamless, compassionate, and expert support.

Founded in 2015, Polaris is proud to be locally and independently owned, with a growing national footprint. Our team thrives in a mission-driven environment where innovation meets purpose, and every role contributes to making a real impact. We offer more than just a job — we provide competitive pay, robust benefits, and genuine opportunities for career advancement.

If you're passionate about shaping the future of pharmacy and making a difference in the lives of those who need it most, we invite you to grow with us.

Job Summary: The Intake Specialist is responsible for creating new patient profiles in the operating system, adding all patient demographics, physician, insurance information, and attaching the faxed documents to the patient's profile. Correspondingly will contact the facility for any missing information and ensure documents for existing patients are attached to the existing patients' profile.

Duties/Responsibilities:

• Gathers complete patient information accurately and enters it into the patient electronic medical record (EMR).

• Verifies insurance eligibility, benefits coverage, patient financial responsibility.

• Manages patient documents promptly and accurately received in the patient EMR.

• Obtains necessary information and enters data into patient EMR to ensure compliance with state and federal regulatory agencies and ACHC standards.

• Cancels Pending/No-Go referrals when appropriate.

• Documents patient-related activities/information in the patient’s EMR.

• Consults with other company personnel on difficult or unusual referrals, as appropriate.

• Complies with all company policies and procedures.

• Maintains confidentiality of patient information and company information.

• Respects and protects the confidentiality of all information concerning patient care services.

• Observe the organization’s formal and informal policies for the handling of patients’ rights and confidentiality.

• Observe the organization’s confidentiality agreement.

• Follow all procedures as described by the Accreditation Commission for Health Care (ACHC)and the company policies and procedures related to HIPAA.

• Maintain and update spreadsheet information for each patient.

• Exhibits flexibility when work assignments need to be adjusted to meet service, delivery, and workload needs of the team

• Comply with departmental policies regarding safety, attendance, and dress code

• Overtime, holidays, and weekends may be required and/or expected

• Conduct job responsibilities in accordance with the standards set out in the Company’s Code of Business Conduct and Ethics, its policies and procedures, the Corporate Compliance Agreement, applicable federal and state laws, and applicable professional standards.

• Other duties as deemed necessary by the manager

Qualifications

QUALIFICATIONS/COMPETENCIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Skills/Abilities:

• Perform accurately and efficiently when dispensing prescription medications.

• Ability to work flexible hours, which may include evening, weekends, and holidays.

• Excellent interpersonal skills and well-developed verbal and written communication skills with English as the primary language.

• Ability to work independently as well as working in a team environment, meets deadlines, establish priorities, and be flexible, work under pressure with multiple tasks. Must have strong organizational, customer service, and time management skills, ability to problem solve.

• This position must exhibit maturity in judgment.

EDUCATION and/or EXPERIENCE:

• Able to read, write, speak and understand the English language

• Able to work in a fast-paced environment

• Basic computer knowledge skills required

• Basic math and analytical skills

• Proficient in Microsoft Word, Excel, and Outlook required

• Good organization/Attention to detail

• Reliable

• Able to work various shifts and days

• Adaptability to an ever-changing environment

PHYSICAL DEMANDS

The physical demands described here are representative of those that should be met by an employee to successfully perform the essential functions of this job:

• May sit or stand seven (7) to ten (10) hours per day

• The employee is occasionally required to sit; climb or balance; and stoop, kneel, bend, walk

• May be necessary to work extended hours as needed

• May lift and/or move up to 30 pounds

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this role

HOLIDAY & PTO POLICY

• Paid holidays are provided annually, with 6 days offered each year, along with 5 sick days.

• Employees earn up to 10 PTO days each year, with rollover options and milestone bonuses.

• Employees have the option to cash out up to 10 PTO hours each quarter for added financial flexibility.

Please note, because we are a pharmacy most of our locations are open 24 hours a day, 7 days a week and therefore schedules may change as determined by the needs of the business.

BENEFITS for full-time employees

• Medical, Dental, Vision and Life insurance

• 401 (k) (available for Part Time & Full Time EEs)

• Short-term and Long-term disability insurance

• Tuition reimbursement

• Personal Time Off (PTO)

• Career growth potential

• Annual on-site voluntary Flu Vaccines

• Employee referral bonus program