Operations Specialist

Apply for this position at Adapt Health, a provider of full‑service home medical equipment and services, and help patients live independently outside of the hospital.

The Intake Specialist handles a broad range of responsibilities including accurate and timely data entry, selection of inventory and services in key databases, communication with referral sources, and appropriate use of technology to record patient information and communications. The role supports the scheduling needs of the branch and serves as a subject‑matter expert by conducting new‑hire training and mentoring the team.

• Accurately enters referrals within the allotted timeframe, meeting productivity and quality standards.
• Communicates with referral sources, physicians, or associated staff to ensure documentation is routed to the appropriate physician for signature/completion.
• Works with leadership to ensure appropriate inventory and services are provided.
• Communicates with patients about financial responsibility, collects payment, and documents it in the patient record.
• For non‑Medicaid patients, communicates with patients regarding required documentation.
• Reviews medical records for non‑sales assisted referrals to ensure compliance standards are met prior to a service being rendered.
• Follows company philosophies and procedures to ensure an appropriate shipping method is utilized for delivery of service.
• Answers phone calls in a timely manner and assists callers.
• Demonstrates expert knowledge of payer guidelines, reading clinical documentation to determine qualification status and compliance for all equipment and services.
• Works with community referral sources to obtain compliant documentation in a timely manner to facilitate the referral process.
• Contacts patients when documentation received does not meet payer guidelines, provides updates, and offers additional options to facilitate the referral process.
• Works with the sales team to obtain necessary documentation and supports referral‑source relationships.
• Can navigate multiple online EMR systems to obtain applicable documentation.
• Works with the insurance verification team to ensure all needs are met for both teams to provide accurate information to the patient and ensure payments.
• Assumes on‑call responsibilities during non‑business hours in accordance with company policy.
• Supervises and provides guidance to team members in daily operations and complex case resolution.
• Leads team meetings and facilitates training sessions for staff development.
• Monitors team performance metrics and productivity standards, providing feedback and coaching as needed.
• Serves as the primary escalation point for difficult customer issues and complex regulatory compliance questions.
• Develops and implements process improvements and workflow optimization strategies.
• Coordinated with management on staffing needs, scheduling, and resource allocation.
• Conducts new employee onboarding and ongoing training programs.
• Maintains advanced expertise in Medicare guidelines, payer policies, and regulatory changes to guide team decisions.
• Prepares reports and analysis on team performance, trends, and operational metrics for management review.
• Maintains patient confidentiality and operates within HIPAA guidelines.
• Completes assigned compliance training and other education programs as required.
• Maintains compliance with Adapt Health’s Compliance Program.
• Performs other related duties as assigned.

• Ability to appropriately interact with patients, referral sources, and staff.
• Decision‑making and analytical problem‑solving skills with attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and telephone service skills.
• Proficient computer skills and knowledge of Microsoft Office.
• Ability to prioritize and manage multiple tasks.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to work independently and follow detailed directives.
• Solid ability to learn new technologies and possess the technical aptitude required to understand the flow of data…