Patient Intake Coordinator

About Unicare

• Relentless pursuit of improved outcomes. We proactively solve problems, move quickly, and collaborate so every patient achieves the best possible clinical and quality-of-life results.
• Serious care delivered with compassion. We combine clinical rigor and high standards with empathy, warmth, and respect in every interaction.
• Patients and families first. Every decision is guided by what will most support the comfort, confidence, and daily lives of the people we serve.
• Experience matters as much as equipment. We deliver not only advanced technology, but also education, responsiveness, and ongoing support that make care easier at home.

Position Summary

How the Role Works

Key Responsibilities

• Own the new patient intake process end to end, receiving and processing referrals across phone, email, fax, and system-based channels
• Capture and verify complete, accurate patient demographic, insurance, and clinical information at intake, setting every downstream billing step up for success
• Document intake activity accurately and manage the subsequent workflow, tracking each new patient through qualification, documentation, and claim submission so nothing stalls between steps
• Coordinate scheduling for respiratory therapists and for equipment and supply drops, managing overall patient registration
• Obtain and manage prior authorizations through to approval, tracking expirations and renewals
• Partner with referral sources, whether human contacts or EMR/EHR systems, to secure accurate and complete demographic, insurance, and clinical information
• Verify eligibility, benefits, and prior authorization requirements before service and claim submission
• Ensure documentation meets DMEPOS qualification standards (WOPD, CMN, proof of delivery, medical necessity)
• Translate inventory, clinical documentation, and ICD-10 diagnoses into accurate, billable HCPCS codes for respiratory, DME, and supply items
• Serve as the quality gate between intake and claims, ensuring the billing function receives everything required to bill cleanly
• Build and track metrics around incoming new patients and referral volume, surfacing trends to leadership
• Handle patient escalation calls to the office with strong customer service, protecting the patient and family experience at every touchpoint
• Coordinate with billing, documentation, and clinical teams to close gaps that affect reimbursement
• Work fluently in a technology-driven, automation-heavy environment, adopting EMR/EHR systems, order management platforms, and workflow tools quickly and using them to work efficiently at scale
• Ensure intake and qualification practices comply with payer rules, CMS DMEPOS requirements, and applicable regulations

Qualifications

• 2+ years of DMEPOS intake, patient registration, or front-end revenue cycle experience
• Hands-on familiarity with home respiratory therapies, including ventilators, oxygen therapy, CPAP, and BiPAP, and the documentation and qualification requirements each carries
• Experience verifying eligibility and benefits and securing prior authorizations across California Medicaid ( Medi-Cal ), Medicare, and commercial payers; strong Medi-Cal DMEPOS experience is a top priority
• Demonstrated experience coordinating home medical supplies and recurring supply drops, not solely capital equipment such as ventilators; supply-side fluency (resupply cadence, consumables, inventory coordination) is essential
• Working knowledge of how DMEPOS documentation and ICD-10 diagnoses map to billable HCPCS codes and modifiers; formal medical coding certification is not required, what matters is practical DMEPOS qualification fluency
• Patient-friendly customer service skills are critical; this role carries a meaningful volume of inbound and outbound patient and family calls, including escalations, and requires warmth, patience, and professionalism on every one
• A strong coordinator and team player who works closely with clinical, billing, and delivery colleagues throughout the new patient intake process and the ongoing patient experience, so mission-aligned care is delivered without gaps
• Proficiency with the Microsoft Office suite (Outlook, Word, Excel) and a fundamental understanding of how EMR/EHR, order management, and billing systems work together
• Tech-savvy and comfortable in an automation-forward operation, with the aptitude to learn new systems fast and improve how work gets done rather than relying on manual process
• Uncompromising integrity, with a commitment to HIPAA compliance and to preventing fraud, waste, and abuse in every account action
• Able to work full-time and onsite in Newbury Park, covering a standard 8-hour day plus lunch and present during core office hours of Monday through Friday, 9:00 AM to 4:00 PM PST
• Strong attention to detail, follow-through, and ownership

• Bilingual in English and Spanish, given the families we serve
• Pediatric and/or home respiratory (oxygen, PAP, ventilator, nebulizer) intake or billing experience
• Experience building or tracking revenue cycle metrics and reporting to leadership
• Experience in a high-growth or ground-floor environment
• California Home Medical Device Retailer (HMDR) Exemptee certificate

Compliance and Integrity

What We Offer

• Medical, dental, and vision coverage
• Retirement plan
• Competitive paid time off (PTO)
• Competitive compensation: $25-$37 per hour