Intake Coordinator

OVERVIEW:

At Lymphedema Therapy Specialists, Inc. (LTS), we believe our work is more than just a job, it's a calling. Our mission is rooted in a deep commitment to serve our patients and one another with compassion, integrity, and excellence. Everything we do is guided by faith, love, and unity - values that shape our culture and define how we care for others.

We are a team driven by generosity offering our time, talents, and resources wholeheartedly to meet the needs of our patients and community. Excellence matters to us, not only in our clinical care but in every interaction and task, big or small. We listen with empathy, communicate with kindness, and strive to heal lives physically, emotionally, and spiritually.

At LTS, every individual is seen, valued, and empowered. We believe in investing in our people, encouraging both personal and professional growth as each team member steps more fully into their God-given purpose. We honor the unique contributions of our staff, recognizing their work as a blessing to those we serve.

Joining LTS means becoming part of a mission-driven team united by faith and purpose. If you're seeking a role where your work has meaning and your gifts can truly make a difference, you'll find a home here. Welcome to a place where healing happens for our patients, our team, and our community.

We encourage you to visit our website at before applying to learn more about our company, culture, and mission.

JOB SUMMARY:

At Lymphedema Therapy Specialists, Inc. (LTS), the Intake Coordinator (IC) plays an essential and mission-aligned role in supporting our commitment to serve patients and one another with excellence, compassion, and integrity. This position is vital to ensuring a seamless and welcoming entry into care for each patient and helps lay the foundation for a healing and supportive experience from the very first interaction.

The Intake Coordinator focuses on patient onboarding by managing incoming referrals, verifying insurance coverage, obtaining prior authorizations, and guiding patients through the intake process with clarity, kindness, and professionalism. This role requires excellent organizational skills, clear communication, and a service-minded approach when interacting with patients, providers, and payers. Above all, the Intake Coordinator must embody a servant mindset - someone who reflects our core values of love, unity, generosity, and excellence in every interaction.

In addition to handling initial patient communication and documentation, this position is responsible for maintaining accurate records in EHR/EMR systems, coordinating with clinical and administrative teams to ensure timely scheduling, and removing barriers that may delay a patient's start of care. The Intake Coordinator works closely with referral sources, insurance representatives, and internal staff to streamline processes and uphold a high standard of patient-centered care.

The ideal candidate will demonstrate exceptional attention to detail, strong interpersonal skills, a heart for serving others with empathy and respect, and a clear understanding of how their role supports the broader mission. If you're passionate about helping others by creating a welcoming and supportive first impression, this position offers a unique opportunity to contribute to a purpose-driven team that restores hope and healing every day.

JOB DUTIES AND RESPONSIBILITIES:

• Coordinate provider schedules across multiple locations to ensure efficient appointment flow.
• Manage and update ongoing treatment schedules to support continuity of care.
• Respond promptly to all incoming referrals and patient inquiries from various sources (physicians, website, phone, etc.).
• Perform thorough lobby inspections every hour to maintain cleanliness, safety, and uphold LTS standards.
• Complete Daily Confirmation calls to patients in a timely manner.
• Accurately enter patient demographics and insurance details into the EHR/EMR system.
• Collaborate with billing and clinic managers to ensure proper scheduling aligned with insurance and clinical requirements.
• Maintain regular communication with marketing and referral sources regarding patient updates and scheduling status.
• Audit appointment schedules regularly to confirm compliance with payer and clinical guidelines.
• Process payments (co-pays, DME, etc.) and assist patients with setting up payment arrangements.
• Maintain an accurate referral log, including communication and intake progress.
• Educate patients on Lymphedema and LTS's treatment approach, with support from internal training.
• Ensure HIPAA compliance and complete timely documentation of all intake activities.
• Coordinate across departments to support smooth patient onboarding and care transitions.
• Identify and resolve intake-related issues; escalate complex cases when necessary.
• Provide a compassionate, informed first point of contact to ensure a positive patient experience.
• Demonstrate alignment with the spiritual mission of LTS by modeling compassion, service, humility, and excellence in every interaction.
• Execute various tasks, as assigned by your manager, supervisor, or company officer, whether within your standard duties or as requested beyond regular responsibilities.

QUALIFICATIONS:

Education & Licensure:

• High School Diploma or equivalent.

Work Experience:

• 3-5+ years of experience in medical intake, scheduling, or a similar role within a healthcare environment strongly preferred.
• Proficient in Electronic Health Records (EHR) and Practice Management systems, with the ability to navigate platforms efficiently and accurately; prior experience with AdvancedMD is highly desirable.
• Thorough understanding of insurance benefits and the medical billing process, including claims submission, denials, and patient financial responsibility.

Skills:

• Strong verbal and written communication skills with the ability to interact effectively with patients, families, and healthcare team members.
• Compassionate, empathetic, and patient-centered approach to care delivery.
• Proven ability to multitask, prioritize responsibilities, and remain organized in a fast-paced clinical environment.
• Solid understanding of HIPAA regulations and commitment to maintaining patient confidentiality.
• Highly teachable and eager to learn, with strong adaptability to new procedures, technologies, team dynamics, and a commitment to continuous growth through feedback.
• Strong organizational skills with keen attention to detail.
• Skilled in time management and prioritization in a fast-paced clinical setting.
• Ability to adapt to changing schedules, manage multiple responsibilities, and maintain a high level of professionalism under pressure.
• Alignment with the mission, vision, and core values of LTS, including integrity, service, and excellence.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer (typically 6-8 hours per day).
• Frequent use of hands and fingers for data entry, typing, and handling paperwork.
• Visual acuity required to read and interpret printed and electronic documents, insurance forms, and billing codes.
• Hearing ability to effectively communicate via phone and in person with patients, team members, and insurance representatives.
• Occasional reaching, bending, or lifting of lightweight office supplies, files, or equipment (typically up to 10-15 lbs).
• Manual dexterity to operate office equipment such as computers, printers, copiers, phones, and calculators.
• Ability to maintain focus and attention to detail for extended periods, especially when reviewing patient records.
• Mobility to move around the office to retrieve files, interact with coworkers, or attend meetings.

Tools and Equipment Used:

Technology & Administrative Tools:

• Electronic Health Record (EHR) systems (e.g., AdvancedMD)
• Practice Management Systems (PMS) for billing and scheduling
• Clearinghouse platforms (e.g., Availity, Waystar) for claim submissions and remittance tracking
• Desktop and laptop computers, tablets
• Office equipment: printers, phones, fax, scanners

Position Classification:

• This is an hourly, non-exempt position and is eligible for overtime pay.
• Compensation is competitive and commensurate with experience, credentials, and qualifications.
• Additional benefits may include paid time off, health insurance, professional development support, and other offerings consistent with company policy.

Benefits:

• Competitive salary
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off (vacation, sick leave, and holidays)
• Professional development and training support
• Employee assistance program (EAP)

Lymphedema Therapy Specialists, Inc. is an equal opportunity employer and complies with all applicable federal, state, and local laws. This includes, but is not limited to, compliance with the Americans with Disabilities Act (ADA), ADA Amendments Act (ADAAA), Fair Labor Standards Act (FLSA), and Title VII of the Civil Rights Act of 1964. We are committed to creating a respectful, inclusive, and safe work environment for all employees.