Intake Specialist

EXPRESS PAIN AND URGENT CARE PLLC•San Antonio, TX

13d•Onsite

About The Position

Epic Pain Management is seeking a dependable, highly 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 and helps ensure patients receive timely, professional assistance. The position involves managing a high volume of calls, referrals, and administrative tasks while maintaining accurate records and protecting sensitive patient information. The Intake Specialist reviews and processes referrals, verifies patient and referral information, follows up on missing documentation, schedules appointments, communicates with patients and providers, and maintains patient records in Athenahealth. The role also supports coordination among clinical and administrative teams, follows departmental workflows and HIPAA requirements, and assists with administrative tasks and workflow improvements. The position is full-time, Monday through Friday, 8:00 AM to 5:00 PM, in San Antonio, TX.

Requirements

High school diploma or GED.
Strong verbal and written communication skills.
Excellent organizational skills and ability to prioritize multiple tasks.
Ability to manage a high volume of calls and referrals in a fast-paced environment.
Strong computer proficiency, data-entry accuracy, and attention to detail.
Ability to work independently while contributing to a team-oriented environment.
Understanding of HIPAA regulations and patient confidentiality requirements.
Dependability, punctuality, and commitment to 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, or healthcare scheduling.
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 in a timely manner.
Verify patient demographics, referral information, and required medical documentation for completeness.
Coordinate with referring providers to obtain missing referral documentation.
Enter and update patient information in the electronic health record system.
Monitor pending referrals and follow up to prevent delays in scheduling.
Process referrals according to established departmental procedures.
Answer incoming calls, return voicemails, and respond professionally to patient inquiries.
Schedule and confirm new-patient appointments based on provider availability and clinic guidelines.
Communicate appointment details, required documentation, 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 patient care.
Maintain a professional, compassionate, and patient-focused approach in interactions.
Maintain accurate, complete, and timely patient records in Athenahealth.
Review patient charts and ensure required information is documented before appointments.
Assist with obtaining and processing medical records and supporting documentation.
Communicate referral and scheduling updates with referring physician offices, patients, and internal departments.
Track pending intake items and follow up on outstanding documentation.
Maintain organized electronic records and follow departmental workflows.
Support additional administrative responsibilities as assigned by management.
Maintain patient confidentiality and comply with HIPAA regulations.
Follow company policies, procedures, and patient communication standards.
Collaborate with providers, clinical staff, scheduling teams, and administrative personnel.
Meet departmental productivity, accuracy, and service expectations.
Assist with workflow improvements that enhance patient satisfaction and operational efficiency.