Intake Coordinator

Job Description

Job Description

Summary

The Intake Coordinator plays a critical role in our Durable Medical Equipment (DME) company

by managing the initial intake process for patients requiring medical equipment. This position ensures that all

necessary information is collected accurately and efficiently, facilitating smooth patient transitions and

ensuring compliance with insurance and regulatory requirements. The Intake Coordinator works closely with

patients, healthcare providers, and internal teams to provide exceptional customer service and support.

Essential Duties and Responsibilities

Patient Intake:

· Gather and verify patient information, including demographics, insurance details, and medical

history.

· Explain the intake process and necessary paperwork to patients and their families.

· Ensure all required forms are completed and signed by patients or their representatives.

· Insurance Verification and Authorization:

· Verify insurance coverage and obtain pre-authorizations or referrals as needed.

· Communicate with insurance companies to confirm benefits and coverage for equipment and

services.

· Document and maintain accurate records of insurance information and authorizations.

Coordination and Communication:

· Coordinate with healthcare providers, referral sources, and internal teams to ensure timely

equipment delivery and service.

· Communicate with patients and families regarding equipment options, delivery schedules, and any

additional requirements.

· Provide education and instructions on the proper use of equipment.

Data Management:

· Enter and update patient information in the company's software system (e.g., Brightree or Niko

Health).

· Maintain accurate and organized patient records, ensuring confidentiality and compliance with

HIPAA regulations.

· Generate reports as needed for management and compliance purposes.

Customer Service:

· Respond to patient inquiries and concerns in a professional and timely manner.

· Address and resolve any issues or complaints, escalating to the Intake Supervisor if necessary.

· Maintain a positive and empathetic attitude when interacting with patients and families.

Required Qualifications:

· Associate degree or above in business, healthcare, or related field preferred (will take related experience into

consideration in absence of degree).

· 3+ years in Customer Service

Preferred Experience and Skills:

· Healthcare/DME billing and collections is a plus.

· Detail oriented and results driven with strong time management capabilities.

· Prior experience working in the durable medical equipment industry.

· Exceptional relationship building skills, enabling you to build trust quickly and collaborate with customers,

manufacturers, and contractors.

· Ability to develop and execute multiple priorities and approaches to meet objectives.

· Excellent interpersonal, communication, and organizational skills.

· Proficiency in Microsoft Office Suite. Experience is ZOHO a plus.

Physical Work Requirements:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Must be highly mobile, able to access all areas of each location’s premises.

· Ability to concentrate and remain focused while managing multiple tasks, responsibilities, and projects.

· Ability to work flexible hours, as necessary.

· Ability to read, understand and carry our written and/or verbal instructions.

· Must be able to perform bending, twisting, stooping, and reaching.

· Must be able to lift items weighing up to forty pounds.

Compensation:

Compensation is dependent on the facts and circumstances of each case. The specific compensation offered may be influenced by a variety of factors including skills, qualifications, experience, and location.

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