Intake Coordinator

Nexuscps LLC

1d•Onsite

About The Position

NexGen Medical Centers is a rapidly expanding network of spine and orthopedic interventional pain management clinics specializing in personal injury. The Intake Coordinator will serve as the initial point of contact for prospective patients via phone, text, and email, responsible for creating a positive first impression and ensuring efficient and accurate scheduling for all new patients. Key duties include managing a high volume of inbound calls on the New Patient Hotline with empathy and urgency, processing new patient and personal injury referrals from various inboxes within defined service level agreements, and completing comprehensive intake and eligibility procedures. This involves collecting patient demographics, injury details, date of loss, attorney contact information, and necessary documentation. The role also requires scheduling initial evaluations across multiple providers and locations, coordinating and obtaining medical records as needed, and meticulously documenting all patient interactions in the EMR and CRM systems. Furthermore, the Intake Coordinator will be responsible for communicating appointment outcomes to referrers and strictly adhering to HIPAA regulations and internal compliance policies to protect patient privacy.

Requirements

1–2+ years in medical front office, call center, patient access, or care coordination.
Comfortable with high call volumes and multi-tasking between phone, email, and EMR.
Working knowledge of insurance basics (workers’ comp) and PI workflows (LOP, attorney communication).
Strong written & verbal communication; professional, calm, and patient-centric phone presence.
Tech-savvy with EMR/PM systems and Outlook; accurate data entry and documentation.
HIPAA-aware.
Detail-oriented, reliable, and punctual.

Nice To Haves

Experience in pain management, ortho, neuro, or PT.
Bilingual (Spanish/English).

Responsibilities

Answer & triage the New Patient Hotline (high-volume inbound calls) with empathy, accuracy, and urgency.
Monitor and process referral inboxes (new patient/PI referrals, web leads), responding within defined SLAs.
Complete intake & eligibility: collect demographics, injury details, date of loss, attorney contact, and required documentation.
Schedule initial evaluations across multiple providers/locations; coordinate and obtain records as needed.
Document every interaction in the EMR and CRM with clean, consistent notes.
Close the loop with referrers (confirm scheduling, address missing info, and report appointment outcomes per policy).
Protect patient privacy and follow HIPAA and internal compliance policies at all times.