Intake Administrator (Hybrid)

Imedview, Inc • Saugerties, NY

4d • $19 - $22 • Hybrid

About The Position

As an Intake Administrator, you’ll play a key role in managing the flow of incoming client requests at the start of the medical records retrieval process. You’ll review and organize incoming requests, ensure required information and documentation are complete, enter requests into our systems, and coordinate the assignment of work to the appropriate team members. This role is focused on workflow coordination and intake operations. You’ll monitor incoming work, prioritize requests based on client requirements and deadlines, balance workloads across the Intake team, and identify issues that could delay processing. You’ll work closely with Intake Coordinators, the Intake Senior Coordinator, and the Intake Team Lead to help ensure requests move efficiently and are handled within established service expectations. This is not a traditional administrative assistant or receptionist position. While the role includes answering calls and responding to client and facility inquiries, the primary responsibilities are reviewing and processing incoming work, maintaining accurate records, coordinating assignments, monitoring workflow, and resolving issues that could impact turnaround times. This is a great opportunity for someone who enjoys working with processes, managing multiple priorities, solving problems, and keeping a team organized and productive. Success in this role requires strong attention to detail, sound judgment, effective communication, and the ability to stay organized in a fast-paced, deadline-driven environment.

Requirements

• 1-3 years of experience in healthcare administration, medical records, authorizations, customer service, operations, workflow coordination, or a related field preferred
• Experience working with multiple modes of communication, including phone and email
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong problem-solving skills and the ability to identify missing information or workflow issues
• Comfortable learning and working with proprietary software and new technology
• Proficient with Microsoft Office, including Outlook, Word, and Excel
• Strong written and verbal communication skills
• Ability to work independently while collaborating effectively with a team
• Experience in the healthcare, legal, medical records, or insurance industry preferred
• Ability to sit, stand, and use standard office equipment for extended periods; occasional lifting up to 20 lbs. may be required.

Nice To Haves

• College degree preferred

Responsibilities

• Monitoring shared email inbox and reviewing incoming client service requests, authorizations, and supporting documentation
• Reviewing requests for completeness and accuracy and following up when information or documentation is missing
• Confirming receipt of client requests and communicating with clients, facilities, and internal teams as needed
• Entering eligible service requests into our proprietary software within established timelines
• Uploading, organizing, and maintaining accurate supporting documentation and case records
• Reviewing and processing Intake-related tasks within the Document Queue
• Resolving requests that require additional information before they can be assigned for processing
• Prioritizing incoming work based on client requirements, turnaround times, Rush/White Glove requests, and other operational priorities
• Assigning requests to the appropriate Client Assignee or distributing work across Intake Coordinators based on workload and client

Benefits

• Company-provided equipment to perform essential job duties
• 401(k) with employer match and profit sharing (when eligible)
• Comprehensive health, dental, and vision coverage
• HSA and FSA options, company-paid life insurance, and short-term and long-term disability
• A full hour of paid lunch, every day
• Paid time off and holidays — plus extra paid days for your birthday, work anniversary, and volunteering

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level