Intake Coordinator
About The Position
As an Intake Coordinator, you’ll support the beginning of the medical records retrieval process by reviewing and entering authorizations and requested information, submitting requests to appropriate facilities, and routing completed Intake activities to the appropriate team for follow-up. You’ll communicate directly with assigned clients, provide timely updates, answer questions, and help ensure a smooth Intake process. The role requires organization, attention to detail, the ability to manage multiple priorities and work independently, and a proactive approach to resolving missing information or processing issues. This is a remote role designed to support flexibility and team collaboration. Candidates should reside within 100 miles of the Saugerties, NY office. Periodic onsite attendance may be required for meetings, training, team events, and other business activities. Employees within 100 miles are expected to attend monthly in-person meetings; employees outside that radius may need to travel intermittently to the office, with travel expenses covered by the company.
Requirements
- 1–3 years of experience in medical authorizations, healthcare administration, medical records, or a related field.
- Experience with multiple modes of communication, including phone and email.
- Proficient understanding of Microsoft Office, including Excel, Word, and Outlook.
- Organizational skills and attention to detail.
- Ability and willingness to learn new technology and software.
- Ability to sit, stand, and use standard office equipment for extended periods.
- Occasional lifting of up to 20 lbs. may be required.
- Candidates should reside within 100 miles of the Saugerties, NY office; monthly in-person meetings are expected for employees within that radius.
Nice To Haves
- Customer service experience in the legal or healthcare industry.
- College degree.
Responsibilities
- Communicate with medical facilities and offices to confirm receipt of authorizations.
- Build new cases and services, and enter new authorizations and request information in the company’s proprietary software.
- Maintain consistent communication and strong client relationships to support a smooth, timely authorization process.
- Prioritize and process authorizations daily, giving Rush, White Glove, and other time-sensitive requests appropriate priority.
- Review and verify documentation for completeness, accuracy, and proper documentation before submission.
- Build and submit record requests to the appropriate facility according to established workflows and client requirements.
- Monitor requests for missing information, incomplete documentation, or processing issues, and follow up as needed.
- Maintain accurate case documentation, including uploading supporting documents, bills, records, and related materials when required.
- Communicate with assigned clients about request status, missing information, and Intake-related questions.
- Escalate client concerns, processing issues, or workflow barriers as appropriate.
- Follow organizational protocols, legal regulations, client-specific requirements, and confidentiality standards when handling sensitive information.
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.
- Short-term and long-term disability coverage.
- A full hour of paid lunch every day.
- Paid time off and holidays.
- Extra paid days for birthdays, work anniversaries, and volunteering.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
