Intake Coordinator

• Process referrals sent to the organization daily in a timely manner
• Provide Regional Director, Clinician, and Admin teams with comprehensive intake data the same day intake is completed
• Serve as a resource to staff regarding intake and triage
• Assist administrative and scheduling teams in understanding patient referrals and indicated or requested treatment
• Participate in intake/triage orientation of new staff
• Respond to patient and non-patient emergencies according to CSD policies and procedures
• Obtain, verify, and enter relevant client and authorization information
• Collect and enter authorization information into the EMR system and assign CPT and ICD-9 codes
• Follow up with funding sources regarding missing authorizations
• Review assessments for clerical mistakes before submission to funding sources
• Identify and report billing and documentation issues
• Answer clinician, client, and funding-source inquiries regarding authorizations, treatment or assessment status, and services
• Document client interactions
• Enter referral information into referral tracking systems
• Monitor referral processes and assessment completion
• Track urgent intakes and communicate difficulties to the Regional Director or direct supervisor
• Create and revise client-intake and treatment systems and processes by analyzing operating practices and communicating with funding sources
• Provide scheduling and Regional Director/Manager teams with client timeline information
• Perform additional administrative tasks based on organizational needs

ABA intake coordinator managing referrals for autism and developmental services provider

ABA Intake Coordinator

ABA intake coordinator managing referrals, authorizations, and assessments for CSD. Supporting autism and developmental services through accurate documentation and cross-team coordination.

• Manage new patient inquiries and intakes
• Schedule and complete intake calls with new families/patients
• Educate families on Handspring, its treatment program, and treatment options
• Assess family/patient suitability for treatment and verify criteria before scheduling assessments
• Engage empathetically with families, address hesitations, build trust, and reinforce early intervention
• Address patient follow-up questions, concerns, or complaints before initial assessment
• Manage clinicians’ schedules by setting up initial assessments and coordinating next steps
• Prepare patient charts in the EHR and ensure consent, billing forms, and measures are completed
• Follow cancellation, rescheduling, and no-show policies and procedures
• Communicate with new patients through the EHR system
• Follow up with pending leads who have not been scheduled
• Track intake data and communicate findings to the Operations/Business team
• Provide weekly and monthly reports on progress toward organizational census goals
• Perform additional intake, business development, marketing, and clerical tasks as assigned
• Work directly with Clinical Services teams and help implement intake-process protocols and operational excellence

Intake Coordinator guiding youth mental healthcare patients through Handspring’s intake process

Intake Coordinator guiding youth and families through Handspring’s behavioral healthcare intake process. Managing patient inquiries, assessments, scheduling, EHR records, and intake reporting remotely.

• Responsible for talking to referral sources, collecting information and entering it into the computer.
• Completing initial authorization and verifying insurance.
• Provides excellent telephone and in-person customer service.
• Answers and returns telephone calls promptly and courteously.
• Triages phone calls as appropriate.

Intake Coordinator managing patient referrals and insurance verification at Intermountain Health

Intake Coordinator responsible for managing patient referrals and insurance verification at Intermountain Health. Providing excellent customer service and ensuring appropriate treatment for patients.

• Collect and verify client forms for accuracy and completeness.
• Scan and upload all client documentation into the MyAvatar electronic health record.
• Update client paperwork annually and as needed.
• Complete pre-admission entry and pre-admission discharge in MyAvatar.
• Complete admission entry in MyAvatar.
• Perform Financial Eligibility (FE) entry and ongoing updates.
• Conduct benefits and eligibility verification.
• Communicate and collect client financial responsibility payments.
• Perform monthly verification of active insurance coverage and identify any changes.

Intake Coordinator processing client intake documentation in hybrid role

Intake Coordinator processing client intake documentation and eligibility verification in hybrid role. Supports compliance and client coverage monitoring for a behavioral health nonprofit.

• Interview and assess diverse participants for eligibility for the program.
• Schedule and conduct in-depth, virtual interviews. Some in-person for local candidates.
• Co-Lead Orientation sessions at least once a quarter to provide participants with essential information about programs, policies, expectations, and available resources, fostering strong engagement and collaboration.
• Champion coaching conversations that uphold our values of belonging, opportunity, continuous learning, and cultural awareness.
• Ensure a high level of proficiency in applying child safety and risk management throughout all aspects of job duties, including acting as a mandated reporter.
• Gather and review collateral information, as needed.
• For Volunteers this includes, but is not limited to, volunteer background checks, public domain search, references, counseling forms and surveys.
• For Youth and Families this includes speaking with teachers, therapists, and social workers, and administering surveys to assess youth outcomes and meet grant requirements.
• Write detailed and comprehensive assessments based on participant interviews, including objective observations, recommendations for the right match, and additional support needed.
• Complete all necessary database entries according to agency standards, with adherence to confidentiality.
• Ongoing check-in’s with supervisor for case consultations and caseload review.
• Contribute to the mission and success of the agency.
• Adopt strengths-based perspectives when discussing specific groups or contexts, particularly those historically marginalized.
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance.
• Stay informed about community needs, resources, and networks.
• Collaborate with others to achieve goals outlined in the annual business plan.
• Value and respect the unique backgrounds and experiences of individuals, creating a welcoming and supportive environment for all within the organization.
• Represent BBBS well in the broader community.
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.

Enrollment Intake Coordinator interviewing participants for BBBS program eligibility

Part Time Enrollment Intake Coordinator

Enrollment Intake Coordinator interviewing and assessing participants for BBBS program eligibility, conducting virtual and in-person interviews while collaborating with community resources.

• Answers all incoming calls including but not limited to intake of new referrals, resumptions of care and readmissions for home health services. Directs other inquiries to the appropriate person or department.
• Collects appropriate demographic information, checks insurance eligibility, and collects required documentation to ensure regulatory compliance with Medicare and Medicaid.
• Accurately data enter patient information into referral tracking tools and multiple EMR systems.
• Performs outbound calls to referral sources, providers, and patient facilities to ensure collection of required documentation.
• Collaborates with internal clinicians to ensure timely adherence to patients care needs.
• Works with multiple departments to ensure coordination of care.
• Monitors referral portal regularly to ensure the timely review of new referrals and continued communication.
• Serves as point of contact between clinical, intake and referral sources via e-mails and calls.
• Reviews department for process improvement efforts.
• Assists with managing the workload to ensure that referrals are handled in a timely manner.
• Ensures issue resolution with referrals and referral sources.
• Complete and manage all paperwork or supportive documentation.
• Participate in departmental, clinical and company meetings as requested.
• Participate in required training including, but not limited to, in-service and educational programs.
• Adheres to HIPAA laws and maintains patient confidentiality at all times.
• Performs other duties as assigned.

Intake Coordinator handling home health services and insurance inquiries in a hybrid role

Intake Coordinator responsible for managing new referrals and insurance eligibility for home health services. Collaborating with clinicians and departments to ensure timely patient care in a hybrid work setup.

• Receive, review, and process referrals.
• Monitor referral activity for assigned facilities.
• Maintain referral tracking systems and databases.
• Ensure timely response to referral opportunities.
• Coordinate all aspects of intake from referral through admission.
• Review clinical, financial, and insurance information.
• Verify referral documentation requirements.
• Support timely admission decisions.
• Review referrals for appropriate level of care.
• Collaborate with facility clinical teams regarding admission suitability.
• Support continuity of care throughout transitions.
• Support transition-of-care initiatives.
• Communicate with families and responsible parties.
• Support readmission reduction initiatives.
• Assist facilities in achieving census goals.
• Monitor admission activity and conversion rates.
• Verify payer source information.
• Coordinate authorization requirements and approvals.
• Provide exceptional customer service.
• Maintain positive relationships with hospitals and community partners.
• Collaborate with admissions, clinical, business office and operations personnel.
• Promote teamwork and collaboration.
• Maintain referral tracking reports and admission metrics.
• Monitor referral conversion rates and outcomes.
• Ensure compliance with federal, state and company policies.
• Comply with HIPAA requirements.
• Protect resident confidentiality and privacy.
• Respect resident rights, dignity and personal choice.

Central Intake & Case Management Coordinator facilitating admissions for nursing facilities

Central Intake & Case Management Coordinator

Central Intake & Case Management Coordinator facilitating admission processes at Cottingham Management's skilled nursing facilities. Acting as a liaison with referral sources, families, and clinical teams for smooth transitions.

• Serve as the first point of contact for new client inquiries and onboarding
• Collect, review, and verify client information for accuracy and completeness
• Enter and maintain client records in internal systems
• Coordinate onboarding steps and ensure all required documentation is completed
• Communicate with clients to guide them through the intake process
• Collaborate with internal teams to ensure smooth transitions after onboarding
• Maintain organized digital records and files
• Follow established procedures for data handling and confidentiality
• Provide general administrative support as needed

Intake Coordinator managing client onboarding for Success4Life Tutoring Services

Intake Coordinator managing the onboarding process for new clients at Success4Life Tutoring Services. Responsible for collecting and verifying client information while maintaining organized records in a remote setting.

• Receives inquiry calls and assists the caller with scheduling a face-to-face assessment or triage to the appropriate community referral
• Coordinates with the physician to ensure appropriate treatment is provided
• Completes all administrative processes of the admission for treatment
• Demonstrates excellent phone skills including handling crisis calls
• Identifies and triages emergent patients and prioritizes care based on same
• Documents all inquiry calls and ensures patient information is accurately recorded
• Ensures correct information on EMTALA log and compliance with state/local laws for involuntary hospitalization

Intake Coordinator for behavioral health at SUN Behavioral Houston

Intake Coordinator assisting with scheduling assessments and coordinating treatment for patients at SUN Behavioral Houston. Ensuring compliance with health care regulations and facilitating appropriate care.

• Assist with scheduling a team to the customer's location to assess work needed
• Dispatch and schedule restoration teams to incoming leads and projects
• Review and maintain the scheduling software
• Perform detailed and accurate data entry
• Receive incoming calls about past services, follow-ups, and inquiries
• Collaborate and assist with other departments

Intake Coordinator for Restoration Company provides scheduling and dispatch support remotely

Intake Coordinator for a restoration company providing scheduling and dispatch support. This role involves coordinating teams to assist customers and managing incoming project inquiries remotely.

• Serve as the primary point of contact for prospective clients, providing a timely, compassionate, and professional intake experience from initial inquiry through successful onboarding.
• Answer incoming phone calls during designated business hours (8:00 AM–4:00 PM or 9:00 AM–5:00 PM), maintain a minimum 90% incoming call answer rate, and ensure all phone, email, web, and internal referral inquiries receive a response by the following business day.
• Manage the full intake and referral process by assessing client needs, coordinating appointments, organizing and monitoring live waitlists and internal referrals, facilitating appropriate provider matching based on specialty, clinical needs, and availability, coordinating therapy and psychiatric services when integrated care is indicated, and supporting clients through complex intake scenarios to ensure a successful therapeutic match.
• Partner closely with providers, Clinical Leadership, Operations, and the Business Development Representative to support provider caseload growth, communicate referral requirements, facilitate seamless transitions of care, coordinate onboarding for new clients, and provide updates on provider availability, specialties, and clinical appropriateness.
• Maintain accurate, timely, and organized documentation within Salesforce and other organizational systems, including referral tracking, provider caseload availability, specialty and educational background, intake workflows, waitlists, and operational metrics.
• Maintain current onboarding materials, referral protocols, resource libraries, procedural guides, and other organizational documentation to ensure information remains accurate and accessible.
• Provide onboarding and ongoing education to LynLake staff and providers regarding intake policies, procedures, referral workflows, and organizational expectations.
• Serve as a resource for clinicians while maintaining professional boundaries and ensuring consistent adherence to established organizational protocols.
• Support operational excellence by monitoring intake workflows, identifying opportunities to improve efficiency and the client experience, collaborating across departments to ensure frictionless onboarding, and maintaining compliance with organizational policies and procedures.
• Perform other duties and special projects as assigned.

Intake Coordinator facilitating patient onboarding for LynLake Psychotherapy and Wellness

Intake Coordinator facilitating the onboarding of new patients at LynLake Psychotherapy and Wellness. Offering trauma-informed advocacy and managing scheduling logistics.

• Respond promptly to new inquiries from prospective clients and family members.
• Build trust through compassionate communication via phone, text, and email.
• Conduct discovery conversations to understand care needs and determine the best next steps.
• Educate families about available home care services and answer questions with clarity and empathy.
• Schedule in-home care assessments with the care team.
• Maintain consistent follow-up with both active and inactive leads.
• Re-engage previous inquiries to identify new opportunities for care.
• Accurately document all conversations, activities, and follow-up plans within the CRM.
• Monitor lead progression and maintain an organized sales pipeline.
• Partner with office staff and care coordinators to ensure a smooth client onboarding experience.
• Deliver an exceptional customer experience through responsiveness, professionalism, and consistent communication.

Intake Coordinator guiding families through care decisions for HomeWell Care Services

Intake Coordinator assisting families in exploring care options with compassion and clarity at HomeWell Care Services. Responsiveness and organizational skills are key to success in this role.

• Receive referrals by phone or in person for designated department
• Provide an explanation of the benefits to patients, families, and community contacts
• Assist with finding alternative services the when patient is not a candidate for hospice
• Oversee scheduling of initial nursing assessment and admission
• Maintain admission packets and ensure that proper forms are available to admissions staff
• Assist community outreach representatives with marketing activities to promote relations with referral sources
• Provide telephone and clerical support to other staff members as time allows
• Maintains accurate clinical records, keeping track of goals and progress of clients

Intake Coordinator for Home Health services supporting patient care

Intake Coordinator for Home Health services managing patient referrals and support. Assisting families and patients while coordinating care services for improved health outcomes.

• Efficiently handle communications via phone (inbound and outbound), email, voicemail, faxes, and chat.
• Identify and communicate patient trends and feedback, including scheduling barriers to Intake.
• Interact with Practice Operations team as necessary to ensure proper patient matching.
• Conduct thorough intake assessments to understand patient needs and match them with the most appropriate provider.
• Schedule initial appointments promptly and accurately with detail outlining patients’ needs including talk therapy and/or medication management.
• Collect patient insurance information and run eligibility ensuring in-network benefits for matched provider.
• Obtain and verify patient clinical history, demographic details, insurance information, and eligibility.
• Collect credit card for file and maintain compliance.
• Assist new patients with portal setup and new patient paperwork.
• Process and manage referral paperwork efficiently.
• Ensure all patient interactions and transactions are accurately documented in the Electronic Health Record (EHR) system.
• Proactively contact referral source, patient, and/or provider office to obtain additional information that is required to complete verification of benefits and/or prior authorizations.
• Contact existing patients to initiate new services based on internal and external referrals.
• Assist new patient with any questions regarding new patient appointments or referrals.
• Professionally and calmly assist with incoming emergency calls as appropriate and follow crisis call protocols.
• Perform additional tasks and responsibilities as assigned by management to support the overall efficiency of the intake department.
• Adhere to all relevant policies, regulations, and compliance standards throughout the intake process including HIPAA and PCI.

Intake Coordinator assisting patients at LifeStance Health

Intake Coordinator assisting new patients at LifeStance Health. Scheduling initial assessments and managing referrals in a remote role.

• The Clearance Specialist is responsible for processing new referrals including but not limited to verifying patient eligibility, test claim adjudication, coordination of benefits, and identifying patient estimated out of pocket costs.
• Perform benefit verification of all patient insurance plans including documenting coverage of medications, administration supplies, and related infusion services
• Responsible to document all information related to coinsurance, copay, deductibles, authorization requirements, etc
• Calculate estimated patient financial responsibility based off benefit verification and payer contracts and/or company self-pay pricing
• Initiate, follow-up, and secure prior authorization, pre-determination, or medical review including Reviewing and obtaining clinical documents for submission purposes
• Communicate with patients, referral sources, other departments, and any other external and internal customers regarding status of referral, coverage and/or other updates as needed
• Refer or assist with enrollment any patients who express financial necessity to manufacturer copay assistance programs and/or foundations
• Generate new patient start of care paperwork

Acute Clearance Specialist processing referrals for Soleo Health

Acute Clearance Specialist – Intake Coordinator

Acute Clearance Specialist responsible for patient insurance benefits verification and referral processing at Soleo Health. Focused on simplifying complex care in specialty infusion services.

• The Clearance Specialist is responsible for processing new referrals including but not limited to verifying patient eligibility, test claim adjudication, coordination of benefits, and identifying patient estimated out of pocket costs.
• Perform benefit verification of all patient insurance plans including documenting coverage of medications, administration supplies, and related infusion services.
• Responsible to document all information related to coinsurance, copay, deductibles, authorization requirements, etc.
• Calculate estimated patient financial responsibility based off benefit verification and payer contracts and/or company self-pay pricing.
• Initiate, follow-up, and secure prior authorization, pre-determination, or medical review including reviewing and obtaining clinical documents for submission purposes.
• Communicate with patients, referral sources, other departments, and any other external and internal customers regarding status of referral, coverage and/or other updates as needed.
• Refer or assist with enrollment any patients who express financial necessity to manufacturer copay assistance programs and/or foundations.
• Generate new patient start of care paperwork.

Clearance Specialist processing patient referrals for specialty infusion pharmacy

Clearance Specialist – Intake Coordinator – Infusion

Clearance Specialist processing patient referrals for Soleo Health's specialty infusion pharmacy. Responsibilities include eligibility verification, documentation, and communication with various stakeholders.

• Maintain and oversee systems for the Division to receive and process constituent complaints, including extensive work with intake database and spreadsheets.
• Screen and evaluate constituent complaints, and conduct follow-up work as necessary (e.g. through communicating with individuals related to the complaint and conducting factual research).
• Provide investigative and litigation support as needed to attorneys on civil rights investigations and litigation.
• Participate in outreach events, including trainings and public presentations.
• Network with community organizations and governmental agencies.
• Create and update Division brochures and written materials.
• Research issues of interest to the Division.
• Respond to public records requests and other informational inquiries.
• Perform other duties as needed.

Intake Coordinator supporting civil rights investigations and advocacy for Massachusetts.

Intake Coordinator managing constituent complaints and providing support for civil rights investigations at Massachusetts Attorney General's Office. Engaging with community organizations and contributing to advocacy efforts.

• Processing inbound orders from our referral sources and requests for assistance from our patients through a variety of mediums, including inbound and outbound client calls, faxes, and e-mails
• Become proficient in the use of our enterprise system to enable the accurate processing of new patient orders and re-orders for existing patients
• Provide our clients with timely and accurate information and take appropriate corrective actions regarding our services to ensure the customer’s complete satisfaction
• Obtains patient referral admission data and documents initial information
• Notifies appropriate staff of all pending referrals and patient admissions and maintains communication between referral, sales, dispatch, and other departments as needed
• Enters new patient information into the order processing system
• Generates a referral log every day and forwards to appropriate staff
• Performs insurance verification and obtains prior authorizations for patient onboarding
• If additional information is needed to obtain authorization, direct contact with sales, case manager, physician, and patient may be required until all data is collected, and the authorization process is complete
• Performs cost analyses for new referrals and communicates information to Sales and dietician if required
• Process telephone calls and triage problems in accordance with company standards and other verbal and written training policies
• Assure deliveries are scheduled to meet patient needs and company guidelines for cost-effectiveness
• Follow proper procedures for accurate and timely documentation of referral source or patient concerns, and most importantly, take appropriate corrective actions

Intake Coordinator processing patient orders at PromptCare

Intake Coordinator processing inbound orders and requests for assistance at PromptCare. Proficient in enterprise systems and customer satisfaction in a healthcare environment.

• Receive referrals by phone or in person for the designated department
• Explain benefits and services to patients, families, and community contacts
• Assist with identifying alternative services when a patient is not a candidate for hospice care
• Coordinate scheduling for initial nursing assessments and admissions
• Maintain admission packets and ensure proper forms are available to admissions staff
• Assist community outreach representatives with marketing activities and referral source relationships
• Provide telephone and clerical support to team members as needed
• Maintain accurate clinical records and track patient goals and progress

Intake Coordinator supporting patients and families in home health care

Intake Coordinator assisting patients with care coordination in home health services. Join Addus HomeCare to support community health and improve patient independence laid in the comfort of their homes.

Clearance Specialist supporting Soleo Health's specialty infusion pharmacy operations

Clearance Specialist processing referrals and verifying patient eligibility for Soleo Health's specialty infusion pharmacy. Managing prior authorizations and communicating with patients and referrers.

Intake Coordinator jobs in United States

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ABA Intake Coordinator

Intake Coordinator

Intake Coordinator

Intake Coordinator

Part Time Enrollment Intake Coordinator

Intake Coordinator

Central Intake & Case Management Coordinator

Intake Coordinator

Intake Coordinator

Intake Coordinator

Intake Coordinator

Intake Coordinator

Intake Coordinator

Intake Coordinator

Acute Clearance Specialist – Intake Coordinator

Clearance Specialist – Intake Coordinator – Infusion

Intake Coordinator

Intake Coordinator

Intake Coordinator

Acute Clearance Specialist – Intake Coordinator