Intake Specialist

ActivStyle•St.Paul, MN

6d•Hybrid

About The Position

ActivStyle is seeking detail-oriented, compassionate professionals to join our team—where purpose, precision, and collaboration come together. As a trusted provider of home-delivered medical supplies, we help people live with dignity, independence, and peace of mind. We're currently hiring a dedicated Intake Specialist for a hybrid remote position based in St. Paul, Minnesota. In this role, you'll be a vital connection point—ensuring accurate referral intake, precise data entry, proper service and inventory selection, and clear communication with referral sources and internal teams. Your work helps ensure patients receive the right products and services, at the right time. If you're highly organized, tech-savvy, and motivated by supporting patient care in a mission-driven environment, we'd love to welcome you to the ActivStyle family. The Intake Specialist plays a critical role in our organization by managing a broad range of responsibilities including accurate and timely data entry, inventory and service selection in key databases, communication with referral sources, and appropriate utilization of technology to document patient information and communication. This position requires strong attention to detail, excellent organizational skills, and the ability to work collaboratively with multiple departments. You'll work Monday through Friday, 8:00 AM - 4:30 PM CST.

Requirements

High School Diploma or equivalent
One (1) year of work-related experience in healthcare administrative, financial, insurance customer services, claims, billing, call center, or management (regardless of industry)
Ability to appropriately interact with patients, referral sources, and staff in a professional and courteous manner
Strong decision-making skills with sound judgment
Analytical and problem-solving skills with exceptional attention to detail
Strong verbal and written communication abilities
Excellent customer service and telephone service skills
Proficient computer skills and knowledge of Microsoft Office
Ability to prioritize and manage multiple tasks simultaneously
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
Ability to work independently as well as follow detailed directives
Solid ability to learn new technologies and possess the technical aptitude required to understand data flow through systems and system interaction

Nice To Haves

Direct experience performing 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 ensure documentation is routed appropriately for signature and completion
Work with leadership to ensure appropriate inventory and services are provided to patients
Communicate with patients regarding financial responsibility, 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 prior to service delivery
Follow company philosophies and procedures to ensure appropriate shipping methods are utilized for service delivery
Answer phone calls in a timely manner and provide professional assistance to callers
Demonstrate expert knowledge of payer guidelines and read clinical documentation to determine qualification status and compliance for all equipment and services
Work with community referral sources to obtain compliant documentation in a timely manner to facilitate the referral process
Contact patients when received documentation does not meet payer guidelines, provide updates, and offer additional options to facilitate the referral process
Work with sales team to obtain necessary documentation to facilitate referral process and support referral source relationships
Navigate multiple online EMR systems to obtain applicable documentation
Work with insurance verification team to ensure all needs are met for both teams to provide accurate information to patients and ensure proper payments
Assume on-call responsibilities during non-business hours in accordance with company policy
Maintain patient confidentiality and function within HIPAA guidelines
Complete assigned compliance training and other educational programs as required
Maintain compliance with ActivStyle's Compliance Program
Perform other related duties as assigned
Ensure ongoing compliance with ACHC and CMS regulatory standards, including participation in preparation, facilitation, and follow-up for accreditation and certification surveys
Assist in internal and external audits, including document preparation, policy/procedure review, and evidence of compliance gathering, in accordance with ACHC Standard DRX1-4A
Monitor and maintain documentation accuracy and readiness for review to demonstrate compliance with applicable ACHC, CMS, and other regulatory requirements
Identify, report, and support corrective action planning related to audit findings or compliance gaps
Collaborate with leadership to ensure continuous survey readiness, regulatory adherence, and quality improvement efforts