Intake Specialist

Full Time

Niagara Falls, NY, US

Salary Range: $20.00 To $23.00 Hourly

Do you bring Empathy, Passion, Integrity, and Commitment to everything you do? If YES, we’d love for you to join the HSS team! We’re passionate about healthcare and dedicated to creating seamless experiences for our patients, referral partners, and colleagues every day.

This is more than just a job—it’s a chance to make a real impact in someone’s care journey. As an Intake Specialist, you’ll be a key part of helping patients receive the medical equipment they need to safely recover and stay comfortable at home. You’ll help bring referrals to life by reviewing documentation, verifying insurance coverage and eligibility, and preparing accurate orders to keep the process moving smoothly.

If you have healthcare experience, enjoy working with insurance verification, and are passionate about helping people access the care they need, we’d love to have you be part of our team!

About the Position

As an Intake Specialist, you'll manage incoming referrals for Durable Medical Equipment (DME). You'll review documentation, verify insurance coverage, confirm patient eligibility, and accurately enter orders into our system. Working closely with physicians, referral sources, insurance providers, and internal teams, you'll help ensure every order is processed accurately and efficiently.

In This Role, You Will:

• Review incoming referrals to ensure all required documentation is complete and accurate.

• Communicate with physicians, referral sources, insurance companies, and patients to obtain missing information.

• Verify insurance eligibility, benefits, and coverage using payer portals and verification systems.

• Initiate and monitor prior authorizations when required.

• Confirm medical necessity and patient qualification according to payer guidelines.

• Accurately enter patient demographics, prescriptions, diagnosis codes, HCPCS codes, and billing information into the ERP system.

• Ensure documentation meets payer requirements and internal compliance standards.

• Collaborate with billing, documentation, customer service, and operations teams to ensure a smooth handoff for order fulfillment.

• Maintain accurate records of insurance verification, authorizations, and qualification details.

• Meet productivity and quality standards while maintaining exceptional attention to detail.

• Provide backup support for walk-in patients by answering questions related to referrals, orders, and documentation.

• Protect confidential patient information and maintain HIPAA compliance.

• Contribute to process improvements and support department initiatives.

What We're Looking For

• High school diploma or equivalent required; Associate degree preferred.

• 1–3 years of experience in healthcare insurance verification, medical billing, or related field required.

• Previous experience with Durable Medical Equipment (DME) intake is strongly preferred.

• Experience verifying insurance benefits and obtaining prior authorizations required.

• Proficiencywith Microsoft Office and ERP or order management systems.

• Ability to multitask and prioritize in a fast-paced healthcare environment.

• Strong attention to detail with excellent organizational skills.

Qualifications for Success

• Compassionate and patient-focused approach.

• Excellent verbal and written communication skills.

• Strong critical thinking and problem-solving abilities.

• Highly organized with exceptional attention to detail.

• Ability to work independently while collaborating with a team.

• Professional, positive, and dependable demeanor.

• Commitment to providing outstanding customer service to patients, referral partners, and coworkers.

What You Get - Benefits That Go Beyond the Basics

• Comprehensive Health Coverage - Medical, Dental, and Vision insurance to keep you and your family well

• Future-Ready Retirement Plan - 401K with 3% company contribution after one yearand1,000 hoursworked

• Time to Recharge - Generous PTO, Vacation, and 9 Paid Holidays

• Extra Support When You Need It - Short Term Disability (optional) and Company-Paid Long-Term Disability and Free Confidential Employee Assistance Program 

• Be Part of Something Bigger - Join an organization that values giving back through community programs

Compensation

$20.00 - $23.00 per hour

Shift

Monday - Friday, 8:30am to 5:00pm

Location 

Wheatfield, NY