Intake Specialist

JOB DESCRIPTION

This job description is intended to describe the general nature and level of work being performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required.

ROMTech is a medical technology company that has created and patented a revolutionary medical device and telemedical platform which delivers in-home rehabilitative care. Our disruptive technology has proven to yield faster recoveries and better outcomes with unmatched patient compliance. We began in orthopedics and have entered scale-up of our orthopedic business. We are now leveraging our core technology, infrastructure, and first mover position to enter cardiology, followed by other adjacent markets. Having created this new lane, we have a unique opportunity to serve as the global leader in the business, technology, and science of recovery, and to bring life-changing help to many millions of people.

Position Title: Intake Specialist
Department: EVA
Reports To: Director of EVA
Location / Work Environment: Onsite, Clearwater, Florida
Worker Classification: W2 Employee
FLSA Status: Non-Exempt
Job Level, if applicable: Standard
Job Purpose

The Intake Specialist supports the accurate and timely processing of physician orders related to orthopedic, cardiac, and durable medical equipment (DME) services. This role plays a critical part in the Revenue Cycle by ensuring order completeness, documentation accuracy, and alignment with payer requirements. The Intake Specialist contributes to ROMTech's Clinician guided at-home rehab model by enabling efficient patient onboarding, reducing delays in care delivery, and supporting compliance with healthcare documentation standards.
Key Responsibilities
Essential Duties

• Accurately review, sort, and enter physician orders into designated healthcare systems.
• Validate order completeness, including patient demographics, diagnosis codes, provider documentation, and service details.
• Verify required documentation such as prescriptions, clinical notes, and referrals prior to processing.
• Identify, correct, or escalate incomplete or inaccurate orders to appropriate internal teams.
• Communicate with cross-functional teams including clinical staff, billing, intake, pre-authorization, scheduling, and inside sales to resolve order issues.
• Respond to basic internal and external inquiries regarding order status and documentation requirements.
• Maintain organized and accurate electronic patient and order records in accordance with company policies and HIPAA regulations.
• Collaborate with billing and authorization teams to reduce denials and improve documentation quality.
• Escalate urgent issues, incomplete orders, and time-sensitive deadlines to appropriate stakeholders.

Other Functions

• Provide administrative support to department workflows as needed.
• Assist with process improvements, data clean-up, or system updates.
• Participate in training and onboarding activities as assigned.
• Performs other related duties as assigned to support operational and business needs.

JOB QUALIFICATIONS
Skills and Abilities
Required

• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Strong organizational and data entry skills.
• Ability to follow standardized processes and workflows.
• Basic computer proficiency, including Microsoft Office (Word, Excel, Outlook).
• Ability to learn healthcare systems, terminology, and payer requirements.

Preferred

• Knowledge of medical terminology, particularly orthopedic or cardiac terminology.
• Familiarity with healthcare workflows, intake processes, or revenue cycle functions.
• Experience working with EMR/EHR systems or order entry platforms.

Work Experience Requirements
Required

• 0 to 1 years of administrative, data entry, or related experience.

Preferred

• Prior experience in healthcare administration, DME, medical office, or insurance environments.

Education Requirements
Required

• None.

Preferred

• High school diploma or equivalent.
• Coursework in healthcare administration, medical office administration, or related field.

License and Certification Requirements
Required

• None.

Preferred

• Certification or coursework in medical terminology.
• Certification or coursework in healthcare administration.

Physical Demands and Working Conditions

The following describes the physical demands and work environment characteristics required to perform the essential functions of this position. These requirements are representative of those an employee may encounter while performing the job and are not intended to be an exhaustive list. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

• Ability to sit at a computer terminal for an extended period.
• Moderate noise (i.e., phone calls, online meetings, computer audio).
• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Regular, predictable attendance is required.
• Must be able to communicate clearly and professionally in both verbal and written formats.
• Must be able to engage in active listening and express ideas effectively in person, by phone, and via virtual meetings.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable accommodation requests must be made in writing by emailing View email address on click.appcast.io.