Patient Intake Coordinator - Medical Front Office

Innovative Hematology, Inc.•Indianapolis, IN

6d•Onsite

About The Position

The Patient Intake Coordinator plays a vital role in ensuring a positive experience for patients and visitors by providing exceptional customer service, managing front office operations, and facilitating communication between patients, providers, and internal teams. This position supports the organization's mission by promoting patient satisfaction, accurate documentation, and efficient care coordination.

Requirements

Minimum 1 year of related experience
GED or High School diploma required
Valid driver's license and automobile insurance is required.
All IHI employees are expected to enable multi-factor authentication via their personal smart phone/smart device in order to access IHI systems as a requirement of the role.

Responsibilities

Warmly greet patients and visitors, complete timely check-in, and direct individuals to the appropriate designated area
Manage patient registration by verifying demographic information and facilitating the completion of all required consents and documentation
Prepare and scrub patient charts in advance of scheduled appointments to support efficient check-in and care delivery
Communicate clearly and professionally with patients and caregivers regarding appointments, preparation instructions, check-in requirements, insurance questions, and services
Schedule, reschedule, and confirm new and follow-up appointments accurately, communicating updates and expectations clearly to patients and staff
Triage incoming calls, messages, and inquiries, directing appointment, insurance, or clinical concerns to the appropriate department or personnel
Communicate effectively with Insurance Coordinators, clinic staff, providers, and internal teams to support insurance verification, continuity of care, and timely resolution of patient concerns
Utilize daily reports and complete required Medicaid audits to ensure accuracy, compliance, and proper patient billing
Collect copayments and outstanding balances at the time of service in accordance with policy
Ensure compliance with Quickview expectations and all applicable regulatory standards
Demonstrate adaptability by consistently following new and updated workflows, procedures, and process changes
Comply with HIPAA and organizational privacy policies by maintaining confidentiality of patient and employee information, ensuring secure and accurate data handling, and accessing information strictly on a need-to-know basis
Maintain a professional, organized, food-free work area with personal items stored appropriately and all documents secured
Support additional administrative duties as needed to maintain efficient front office operations
Assist with coverage for other front office staff during breaks, lunches or unexpected absences.
Participate in special projects, pilots, or short-term initiatives that fall outside of standard intake operations.
Support the training and onboarding of new front office staff.
Assist with departmental meetings, huddles, or administrative preparation when requested.
Notify the appropriate staff member or department of deliveries and visitors upon arrival.
Provide backup assistance with outreach activities or appointment reminder calls when delegated.