Intake coordinator

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.

• Review and respond to messages in the EHR system and company emails, ensuring all communications are addressed promptly.
• Verify patient insurance, including eligibility, deductibles, and co-pays, at the point of referral, and complete the verification accurately and efficiently to prevent delays in patient care.
• Assist with front desk duties as needed, including greeting and checking in patients, answering inquiries, and coordinating with team members to ensure intake-related matters are handled smoothly.
• Verify referrals received via fax and coordinate with the team to resolve outstanding questions or concerns.
• Schedule new patient appointments, proactively reaching out to referred patients and explaining what to expect during their first visit while addressing any concerns.
• Audit and organize new patient charts in preparation for upcoming appointments, ensuring all necessary documentation is in order.
• Maintain a proactive and organized approach, managing workload to allow seamless coverage of front desk duties when needed, and perform various administrative tasks as assigned.

• Highly detail-oriented with strong organizational and multitasking abilities.
• Excellent verbal and written communication skills; ability to work independently and collaboratively in a fast-paced environment.
• Experience with insurance verification and medical office administration is preferred.
• Strong customer service skills to provide patients with a welcoming and supportive experience from the first point of contact.
• Problem-solving skills, adaptability, and the ability to navigate electronic medical records and online insurance portals efficiently.

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.