New Patient Intake Ambassador

Integrated Pain Management Medical Group, Inc.•Oakland, CA

7d•$24 - $26

About The Position

The Patient Ambassador serves as the first point of contact and primary representative of our medical group for new patients, referral partners, and internal clinical teams. This role is responsible for efficiently processing new referrals, ensuring all required documentation is obtained, creating patient records in internal systems, and scheduling patients quickly and accurately. Unlike a traditional intake role, the Patient Ambassador is a relationship-driven, customer-focused position that advocates for patients, physicians, and the organization. This role works closely with Operations, Business Development, Clinical teams, and external referral sources to support seamless care coordination and to strengthen referral relationships. The Patient Ambassador embodies our values of expediency, quality, communication, and exceptional service.

Requirements

High school diploma or GED required.
Prior experience in a healthcare or medical office environment preferred.
Understanding of California Workers’ Compensation processes preferred.
Experience with EHR/EMR systems (preferred) and comfort working with multiple software platforms.
Demonstrated excellence in customer service, communication, and relationship management.
Strong problem-solving abilities, with the ability to identify issues, evaluate solutions, and take action.
Ability to multitask, prioritize effectively, and maintain accuracy under pressure.
Professional demeanor with the ability to work collaboratively across teams and with external partners.

Responsibilities

Receive, review, and process incoming referrals with urgency and accuracy.
Obtain missing documentation from referral sources, adjusters, or attorneys as needed to complete referral requirements.
Create patient charts and cases in the EMR; ensure data integrity and compliance with internal standards.
Verify authorization for treatment and confirm approved body parts/services, in compliance with CA Workers’ Compensation Labor Code.
Schedule new patient appointments promptly while balancing clinic capacity, physician availability, and operational needs.
Maintain and update all related systems to ensure transparency and workflow efficiency.
Serve as the primary liaison for new patients by providing clear, empathetic, and proactive communication.
Anticipate patient needs and remove barriers to scheduling or care access.
Respond promptly to inquiries from patients, attorneys, adjusters, and providers with professionalism and clarity.
Uphold strict confidentiality of all patient information.
Assist patients in understanding next steps, appointment expectations, and any requirements related to their case.
Build strong relationships with referral partners through professionalism, responsiveness, and reliability.
Collaborate with physicians and clinical staff to ensure patient needs, documentation requirements, and scheduling priorities are met.
Communicate efficiently with referral sources to ensure authorizations, clinical notes, and other required documents are up to date.
Represent the organization as a positive, solutions-oriented partner, supporting long-term referral growth.
Work closely with Operations to support clinical flow and appointment optimization.
Coordinate with Business Development on referral trends, opportunities, and areas of concern.
Communicate with Clinical teams regarding incoming cases, patient needs, scheduling constraints, and documentation issues.
Participate in department and cross-functional meetings to provide front line insights that improve processes and patient experience.
Contributes to the team's success by completing various tasks as needed.
Assumes other responsibilities as appropriate to the position and organizational needs