Intake coordinator

Job Description

Job Description

Position Summary
The Intake Coordinator plays a crucial role in ensuring a smooth and welcoming experience for new patients while maintaining accuracy in insurance verification, scheduling, and patient documentation. This position is responsible for gathering and verifying patient insurance benefits and eligibility, preparing insurance details, and facilitating the onboarding process to help patients feel informed prior to their first visit. 

The ideal candidate is detail-oriented, organized, and committed to providing exceptional service through clear communication and meticulous documentation.

At the core of this role are two key principles: Accuracy and Information . The Intake Coordinator must ensure all collected information is precise and up to date while effectively communicating important details to colleagues to maintain seamless operations within the clinic.

Primary Responsibilities
The Intake Coordinator begins each day by reviewing and responding to messages in the EHR system and company emails, ensuring all communications are addressed promptly. A significant portion of the morning is dedicated to verifying patient insurance, including eligibility, deductibles, and co-pays, at the point of referral. This verification process must be completed accurately and efficiently to prevent delays in patient care. 

Throughout the day, the Intake Coordinator assists with front desk duties as well, including greeting and checking in patients, answering inquiries, and coordinating with team members to ensure all intake-related matters are handled smoothly. Additionally, the role involves verifying referrals received via fax and coordinating with the rest of the team to resolve any outstanding questions or concerns.

A key aspect of this role is scheduling new patient appointments. The Intake Coordinator proactively reaches out to referred patients, explaining what to expect during their first visit and addressing any concerns they may have. 

In preparation for upcoming appointments, the Intake Coordinator audits and organizes new patient charts, ensuring all necessary documentation is in order. 

Maintaining a proactive and organized approach is essential. The Intake Coordinator is expected to manage their workload in a way that allows for seamless coverage of front desk duties when needed. In addition to core responsibilities, the role includes various administrative tasks as assigned, contributing to the overall success and efficiency of the practice.

Skills & Qualifications
The ideal candidate for this role is highly detail-oriented, with strong organizational and multitasking abilities. Since accuracy in documentation and patient communication is paramount, excellent verbal and written communication skills are required. The ability to work both independently and collaboratively within a fast-paced environment is essential.

Experience with insurance verification and medical office administration is preferred.

Strong customer service skills are necessary to provide patients with a welcoming and supportive experience from their first point of contact.

The Intake Coordinator must also possess problem-solving skills, adaptability, and the ability to navigate electronic medical records and online insurance portals efficiently.

Why Join Kinetic Physical Therapy and Wellness?
At Kinetic Physical Therapy and Wellness, we are dedicated to providing exceptional patient care and creating a supportive environment for both our patients and our team. The Intake Coordinator plays a pivotal role in ensuring a smooth onboarding process and maintaining operational efficiency. If you thrive in a structured yet dynamic setting where attention to detail and patient interaction are key, this is an excellent opportunity to contribute meaningfully to a growing practice.