Lead Referral Intake Coordinator

Momentum Spine and Joint•Arlington, TX

3h•Onsite

About The Position

Momentum Spine and Joint is looking for a Lead Intake Coordinator to join their team. The Referral Intake Lead is responsible for performing and supporting the referral intake and insurance verification process. This includes collecting and finalizing referral information, entering data into electronic systems, handling Letters of Protection (LOPs), verifying insurance coverage, scheduling initial appointments, and maintaining communication with referral sources and internal departments. In addition to daily intake and insurance duties, the Lead helps ensure workflow consistency, assists with training, and supports the intake team in resolving more complex or escalated issues. This position does not have formal supervisory responsibilities but plays a key role in team operations.

Requirements

Solid understanding of referral workflows, insurance verification, and patient intake procedures.
Knowledge of HIPAA regulations and applicable federal/state laws.
Proficiency in EMR systems and software applications, including Salesforce, eCW, and Microsoft Office.
Excellent communication skills, both verbal and written.
Strong organizational skills and attention to detail.
Ability to multitask and work effectively in a fast-paced, collaborative environment.
Demonstrated ability to support peers and contribute to team effectiveness.
High School Diploma or GED
One (1) year in a medical office or facility setting.

Responsibilities

Ensure all required authorizations are obtained prior to scheduling initial appointments.
Collect and track new patient referrals; maintain an accurate and current referral log.
Create and update patient charts in Salesforce and eClinicalWorks (eCW) with complete and accurate information.
Schedule and reschedule initial consultations as needed.
Communicate appointment details to patients in a timely and professional manner.
Respond to patient and referral source inquiries via phone or email.
Document messages and communications accurately.
Perform other related tasks as needed.
Verify patient insurance eligibility using payer portals or direct contact with carriers.
Complete insurance verification forms and upload them to the EMR (eCW).
Determine and document co-payments, deductibles, and co-insurance responsibilities.
Accurately enter insurance information and patient financial responsibility into eCW.
Assist the front office with insurance-related questions and resolve coverage issues as needed.
Ensure all updates are properly reflected in the EMR.
Provide guidance and peer support to team members regarding workflows, procedures, and best practices.
Assist in training and onboarding of new staff.
Serve as a resource for resolving escalated or complex intake and insurance-related issues.
Coordinate with leadership to identify workflow improvements and support implementation of process changes.
Help ensure consistent execution of referral and insurance protocols across the team.