INTAKE COORDINATOR I

Patient Care America•Pompano Beach, FL

69d

About The Position

The Intake Coordinator plays a critical role in patient onboarding by managing incoming referrals from physicians, clinics, Nutrition Therapy Consultants (NTCs), and other referral sources. The position accurately enters patient demographics and intake information, verifies the organization’s ability to provide services, and communicates with referral partners in a timely and professional manner. Serving as a liaison among referral sources, the internal care team, and the outside sales team, the Intake Coordinator supports care coordination and patient satisfaction. The role also provides front-line customer service by answering and routing calls, monitoring incoming documentation, and submitting prior authorizations. Success requires strong attention to detail, excellent interpersonal skills, and the ability to manage multiple priorities in a fast-paced, patient-focused environment. The schedule is Monday through Thursday, 10 a.m.–7 p.m., and Friday, 8 a.m.–5 p.m.; no weekends.

Requirements

Associate’s degree required.
Exceptional verbal and written communication skills, including the ability to convey complex information clearly and professionally.
Strong interpersonal skills, a customer-first mindset, and the ability to build rapport with patients, providers, and internal teams.
Initiative, accountability, and commitment to excellence in performance and service delivery.
Ability to work independently and contribute to a collaborative team environment.
Ability to manage multiple priorities in fast-paced, deadline-driven settings.
Strong attention to detail and organizational skills, with a focus on accuracy and efficiency.
Analytical and problem-solving abilities, including the ability to synthesize information and generate detailed reports or insights as needed.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel, and comfort learning proprietary software systems.
Positive attitude, strong work ethic, and a continuous improvement mindset.
Must be able to pass a drug and background screen and be eligible to work in the U.S.

Nice To Haves

Coursework in healthcare administration, pharmacy, or a related field preferred.
One to two years of experience in a healthcare, pharmacy, or insurance-related environment strongly preferred.
Familiarity with medical terminology, insurance processes, and prior authorization procedures is highly desirable.

Responsibilities

Accurately enter patient demographics, insurance information, and referral details into internal software systems.
Answer, screen, and route inbound calls professionally and efficiently.
Monitor the fax queue and assign incoming documentation to the appropriate department or workflow.
Prepare written responses to routine inquiries and maintain timely, accurate communication with internal and external stakeholders.
Perform administrative duties, including photocopying, faxing, mailing, and document management.
Escalate high-priority or delayed authorizations to clinical or supervisory staff to prevent care delays.
Assemble and distribute customized welcome kits for new patients and clinics, including educational materials, medication handling instructions, compliance forms, and contact resources.
Maintain electronic and physical filing systems for organized, secure, and compliant recordkeeping.
Provide exceptional customer service in interactions with patients, providers, and partners.
Foster professional, collaborative communication across internal teams and external partners.
Support cross-functional teams with overflow cases or high-priority referral needs.
Follow HIPAA, CMS, and company privacy guidelines and safeguard confidential health and insurance data.
Help maintain data accuracy and prepare reports for internal use, audits, or performance tracking.
Process refrigerator and supply orders for patients and clinics as part of treatment readiness and care coordination.
Use multiple software systems to document, update, and communicate referral and intake statuses in real time.
Submit and track Medicare Part D prior authorizations and supporting documentation.
Order Kate Farms for active and pending patients.
Manage the reception area, keeping it clean and organized.
Contact patients to complete satisfaction and service-related surveys, and accurately collect and document feedback.
Perform other duties as assigned to support departmental objectives and the organization’s mission.