Intake Coordinator

Intake Coordinator

Join Druid City Infusion — part of the Vital Care Infusion Services network! We're a rapidly growing home and alternate-site infusion therapy provider delivering compassionate, high-quality care for acute and chronic conditions right in patients' homes or local clinics. We support infusion therapy programs across multiple states, including Colorado, Georgia, Alabama, Arkansas, Mississippi, New Mexico, South Carolina, Tennessee and beyond through the broader Vital Care network. At Druid City Infusion, you'll help bring advanced therapies like IVIG, neurology, rheumatology, pulmonary care, and more to patients in communities that need them — with strong clinical support and opportunities for professional growth. Make an impact where it matters most — grow your career with a team delivering care across the nation!

About the Role:

An Intake Coordinator plays a critical role in overseeing patient intake procedures, ensuring the accurate collection of medical and insurance information, and delivering exceptional customer service. In this role, you will work closely with patients, healthcare providers, and internal pharmacy teams to support a smooth and efficient intake experience. Success in this position requires strong clerical abilities, excellent organizational and communication skills, and a solid understanding of medical terminology, pharmacy operations, and ICD-10/HCPCS coding.

Responsibilities:

Patient Intake Process

• Accurately process patient intake and referral information using knowledge of ICD-10 and ICD-9 coding, pharmaceutical drugs, and dosing.
• Conduct initial assessments to gather patient demographics, medical history, and home infusion needs.
• Coordinate with healthcare providers to obtain prescriptions, treatment plans, and required medical documentation.

Insurance Verification and Communication

• Collect and verify patient medical records and insurance details.
• Communicate with patients regarding insurance coverage, authorization status, and potential out-of-pocket expenses.

Coordination and Communication

• Serve as the primary point of contact for new patients, guiding them through the intake process and addressing inquiries.
• Collaborate with pharmacy teams to ensure timely medication processing and delivery, especially for acute care patients.
• Work closely with account executives and pharmacy staff to maintain seamless patient flow.
• Relay critical patient information to healthcare providers promptly and accurately.

Documentation and Record Keeping

• Maintain detailed and accurate records of patient intake, insurance verifications, authorizations, and communications using CareTend or EMR systems.
• Ensure all documentation complies with privacy regulations and organizational standards.

Compliance and Quality Assurance

• Adhere to all applicable laws, regulations, and internal policies related to home infusion services.
• Participate in quality assurance initiatives to identify and implement improvements in the intake process.

Customer Service

• Deliver exceptional customer service to patients, providers, and insurance representatives.
• Resolve patient and provider concerns related to intake and insurance coverage.
• Educate patients on the intake process and provide clear, compassionate guidance throughout their care journey.

Required Education:

• High school diploma or equivalent.

Preferred Education (not required):

• Associate or bachelor's degree in healthcare administration, business administration, or a related field.

Experience & Skills:

• Prior experience in healthcare administration, patient intake, or a related field, preferably within a home infusion or pharmacy setting.
• Strong communication and interpersonal skills to effectively interact with patients, providers, and team members.
• Excellent organizational skills and attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficiency in using computer systems and software, including electronic health records (EHR) and pharmacy management platforms.
• Familiarity with maintaining medical documentation in HIPAA-compliant systems

Physical Requirements:

Must be able to sit or stand for extended periods while performing job duties. Frequent and consistent use of a telephone is required, including handling inbound and outbound calls for prolonged periods throughout the workday. Ability to use a headset and other telecommunication equipment for extended durations. Manual dexterity required for dialing, typing, and note-taking during calls.

Commitment to Diversity and Inclusivity

At Druid City Vital Care, we believe that diversity and inclusivity are essential to delivering exceptional care and fostering innovation. We are committed to creating a workplace where every individual is respected, valued, and empowered—regardless of race, ethnicity, gender identity, age, ability, or background. Our Approach Includes

• Inclusive Hiring Practices: Ensuring equal opportunities for all candidates.
• Ongoing Education: Providing training to promote cultural competence and eliminate bias.
• Collaborative Environment: Encouraging diverse perspectives to strengthen patient care and organizational success.

By embracing diversity and inclusion, we aim to reflect the communities we serve and build a culture of belonging for our employees and patients alike.