Intake Specialist

Apply for the Intake Specialist role at Adapt Health
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Adapt Health offers full-service home medical equipment products and services to empower patients to live their best lives – out of the hospital and in their homes.

Full-time

The Intake Specialist has a broad range of responsibilities, including accurate and timely data entry, managing inventory and services in key databases, communicating with referral sources, and utilizing technology to document patient information. Intake specialists’ schedules may vary based on branch needs. The lead specialist serves as a subject matter expert, conducts new hire training, and mentors the team.

• Accurately enters referrals within allotted timeframe; meets productivity and quality standards.
• Communicates with referral sources, physicians, and staff to ensure documentation is routed for signature/completion.
• Works with leadership to ensure appropriate inventory/services are provided.
• Communicates with patients regarding their financial responsibility, collects payment, and documents in patient record accordingly.
• For non-Medicaid patients, communicates with patients to review medical records for non-sales assisted referrals to ensure compliance standards are met prior to service rendering.
• Follows company philosophies and procedures to ensure appropriate shipping method is used for delivery of service.
• Answers phone calls promptly and assists callers.
• Demonstrates expert knowledge of payer guidelines and reads 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 received documentation does not meet payer guidelines, provides updates, and offers additional options.
• Works with sales team to obtain necessary documentation and support referral source relationships.
• Can navigate multiple online EMR systems to obtain applicable documentation.
• Works with insurance verification team to ensure all needs are met for both teams to provide accurate information and ensure payments.
• Assumes on-call responsibilities during non‑business hours as per company policy.
• Lead Responsibilities
• Supervise and provide guidance to team members in daily operations and complex case resolution.
• Lead team meetings and facilitate training sessions for staff development.
• Monitor team performance metrics and productivity standards; provide feedback and coaching as needed.
• Serve as primary escalation point for difficult customer issues and complex regulatory compliance questions.
• Develop and implement process improvements and workflow optimization strategies.
• Coordinate with management on staffing needs, scheduling, and resource allocation.
• Conduct new employee onboarding and ongoing training programs.
• Maintain advanced expertise in Medicare guidelines, payer policies, and regulatory changes to guide team decisions.
• Prepare reports and analysis on team performance, trends, and operational metrics for management review.
• Maintain patient confidentiality and adhere to HIPAA guidelines.
• Complete 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.
• Analytical and problem‑solving skills with attention to detail.
• Strong verbal and written communication.
• 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 and understand instructions in written, oral, or diagram form.
• Ability to work independently as well as follow detailed directives.
• Solid ability to learn new technologies and possess the technical aptitude to understand data flow through systems and system interaction.

• High school diploma or equivalent required;
  Associate’s degree in healthcare administration, Business Administration, or related…