Intake Specialist

ActivStyle•Ashland, KY

18d•Onsite

About The Position

ActivStyle is hiring an Intake Specialist for its Ashland, Kentucky office. The role supports patient care by accurately processing referrals, entering information into databases, selecting appropriate services and inventory, and communicating with patients, referral sources, physicians, sales, insurance verification, and internal teams. The specialist reviews clinical documentation and payer guidelines to determine qualification and compliance, obtains missing or compliant documentation, and documents patient communications and transactions. The role also supports compliance and auditing activities, including maintaining documentation readiness and assisting with surveys and audits. The schedule is Monday through Friday, 8:00 AM–4:30 PM EDT, with on-call responsibilities during non-business hours in accordance with company policy.

Requirements

High school diploma or equivalent.
One year of work-related experience in healthcare administration, financial services, insurance customer service, claims, billing, call center, or management, regardless of industry.
Ability to interact with patients, referral sources, and staff professionally and courteously.
Strong decision-making and sound judgment.
Analytical and problem-solving skills with exceptional attention to detail.
Strong verbal and written communication skills.
Excellent customer service and telephone service skills.
Proficiency with computers and Microsoft Office.
Ability to prioritize and manage multiple tasks simultaneously.
Ability to understand and carry out written, oral, or diagrammed instructions using common sense.
Ability to work independently and follow detailed directives.
Ability to learn new technologies and the technical aptitude to understand data flow and system interactions.
Ability to bend, stoop, stretch, stand, and sit for extended periods; tolerate long periods of sitting and computer-screen exposure; and perform repetitive wrist, hand, or finger motions.
Ability to lift 5 to 10 pounds periodically as needed.
Ability to communicate effectively with customers, demonstrating empathy, compassion, courtesy, and respect for privacy.
Mental alertness to perform the essential functions of the position.

Nice To Haves

Direct experience with intake, referral processing, or related tasks in a Medicare-certified HME, diabetic, pharmacy, or home medical supplies environment that routinely bills insurance.
Experience with healthcare compliance and regulatory standards.
Familiarity with insurance verification processes.

Responsibilities

Accurately enter referrals within established timeframes while meeting productivity and quality standards.
Communicate with referral sources, physicians, and associated staff to route documentation appropriately for signature and completion.
Work with leadership to ensure appropriate inventory and services are provided to patients.
Discuss financial responsibility with patients, collect payments, and document transactions accurately in patient records.
For non-Medicaid patients, review medical records for non-sales-assisted referrals to ensure compliance standards are met before service delivery.
Follow company procedures to ensure appropriate shipping methods are used for service delivery.
Answer phone calls promptly and provide professional assistance to callers.
Apply knowledge of payer guidelines and review clinical documentation to determine qualification and compliance for equipment and services.
Work with community referral sources to obtain compliant documentation promptly.
Contact patients when documentation does not meet payer guidelines, provide updates, and offer options to facilitate referrals.
Work with the sales team to obtain documentation and support referral-source relationships.
Navigate multiple online EMR systems to obtain applicable documentation.
Coordinate with the insurance verification team to provide patients with accurate information and ensure proper payments.
Assume on-call responsibilities during non-business hours in accordance with company policy.
Maintain patient confidentiality and comply with HIPAA guidelines.
Complete assigned compliance training and other educational programs, and comply with ActivStyle's Compliance Program.
Ensure ongoing compliance with ACHC and CMS regulatory standards, including participating in accreditation and certification survey preparation, facilitation, and follow-up.
Assist with internal and external audits, including document preparation, policy and procedure review, and gathering evidence of compliance in accordance with ACHC Standard DRX1-4A.
Maintain accurate, review-ready documentation demonstrating compliance with applicable ACHC, CMS, and other regulatory requirements.
Identify and report audit findings or compliance gaps and support corrective action planning.
Collaborate with leadership on survey readiness, regulatory adherence, and quality improvement.
Perform other related duties as assigned.