Intake Specialist

Express Pain And Urgent Care•San Antonio, TX

12d•Onsite

About The Position

Epic Pain Management is seeking a dependable, organized, and detail-oriented Intake Specialist for its San Antonio, Texas team. The role coordinates the new-patient intake process from initial referral through appointment scheduling, helping ensure patients receive timely, professional assistance and a smooth transition to care. The position handles a high volume of incoming calls, referrals, and administrative tasks while maintaining accurate patient information and confidentiality. The Intake Specialist works with patients, referring providers, clinical staff, scheduling teams, and administrative departments. The role requires effective communication, accuracy, organization, and the ability to work in a fast-paced medical office environment. The position is full-time, Monday through Friday, 8:00 AM to 5:00 PM.

Requirements

High school diploma or GED required.
Strong verbal and written communication skills.
Excellent organizational skills and the ability to prioritize multiple tasks.
Ability to manage a high volume of calls and referrals in a fast-paced environment.
Strong computer proficiency, accurate data entry, and attention to detail.
Ability to work independently while contributing to a team-oriented environment.
Understanding of HIPAA regulations and patient confidentiality requirements.
Dependable and punctual, with a commitment to maintaining a professional work environment.
Strong problem-solving skills and a patient-focused attitude.

Nice To Haves

Previous experience in medical office administration, patient intake, referral coordination, healthcare scheduling, or healthcare administration.
Familiarity with electronic health record systems; Athenahealth experience is a plus.
Knowledge of medical terminology, patient registration, and referral processes.

Responsibilities

Receive, review, and process new-patient referrals accurately and promptly.
Verify patient demographics, referral details, and required medical documentation; request missing information from referring providers.
Enter and update patient information in the electronic health record system and maintain accurate, complete, and timely patient records.
Monitor pending referrals and intake items and follow up on outstanding documentation to avoid scheduling delays.
Answer incoming calls, return voicemails, and respond professionally to patient inquiries.
Schedule and confirm new-patient appointments according to provider availability and clinic guidelines.
Communicate appointment details, required documents, and preparation instructions to patients.
Assist patients with questions about intake, scheduling, and general clinic procedures.
Coordinate with clinical and administrative teams to support the transition from referral to care.
Review patient charts and ensure required information is documented before appointments.
Obtain and process medical records and supporting documentation.
Communicate referral and scheduling updates with referring physician offices, patients, and internal departments.
Maintain organized electronic records and follow departmental workflows.
Maintain patient confidentiality and comply with HIPAA regulations and company policies.
Collaborate with providers, clinical staff, scheduling teams, and administrative personnel.
Meet departmental productivity, accuracy, and service expectations.
Support workflow improvements and take on additional administrative responsibilities as assigned by management.