Patient Intake Specialist

The People's Health Clinic•Park City, UT

2d•Onsite

About The Position

The Patient Intake Specialist is the primary point of contact for patients and visitors at The People’s Health Clinic and is responsible for delivering consistent, professional, and compliant front-desk operations. This role requires fluency in Spanish and the ability to interact effectively with individuals from diverse backgrounds, including managing challenging interactions in a calm, respectful, and professional manner. The Patient Intake Specialist is accountable for the accurate creation and maintenance of patient records; timely and accurate scheduling and coordination of patient appointments; and adherence to clinic policies, workflows, and confidentiality standards to support efficient clinic operations and a positive patient experience.

Requirements

Fluency in English and Spanish required
Demonstrated commitment to customer service, professionalism, and confidentiality
Strong verbal and written communication skills
Professional demeanor and reliability in patient-facing interactions
Ability to maintain patient confidentiality and comply with HIPAA requirements
Ability to work effectively and collaboratively in a team environment
Basic computer proficiency and ability to learn new systems
Strong organizational, time-management, and attention-to-detail skills
Ability to multitask and prioritize responsibilities in a fast-paced clinical environment

Nice To Haves

Prior experience in a medical or clinical environment preferred
Familiarity with electronic health records (EHR) or patient management systems preferred
Experience working with uninsured or underserved populations preferred

Responsibilities

Greet patients and visitors in a professional, respectful, and welcoming manner
Answer incoming calls within three rings and route calls appropriately
Provide accurate and current information about clinic services to patients and prospective patients in person and by telephone
Check patients in and out in accordance with established clinic protocols
Monitor patient flow in the waiting area and communicate delays or changes to patients and clinical staff in a timely manner
Coordinate with medical assistants, providers, and care teams to ensure accurate and timely patient handoffs
Schedule, reschedule, and cancel patient appointments in accordance with clinic policies
Prepare, collect, and obtain documentation required for patient appointments, including medical and vaccine records
Accurately enroll patients into required systems to support appointment scheduling and clinical workflows
Maintain and manage waitlists in compliance with clinic policy
Conduct reminder calls, texts, or messages as assigned to reduce missed appointments
Identify and communicate patient-reported barriers to care (e.g., transportation, language, scheduling conflicts) to appropriate staff for follow-up
Distribute patient registration packets to new patients and ensure completion
Collect, verify, and enter patient demographic and contact information into clinic systems on a daily basis
Review and update patient demographic and contact information at each visit
Ensure all required patient forms, consents, and documentation are completed accurately and timely
Scan, upload, and appropriately index patient documents into the electronic health record (EHR)
Maintain complete, accurate, and timely documentation in compliance with clinic policies, HIPAA, and confidentiality requirements
Request monetary donations from patients when appropriate, using respectful, non-coercive, and clinic-approved language
Accurately complete daily cash handling, balancing, and reconciliation in accordance with clinic policy
Complete required end-of-day front desk financial reports accurately and on time
Provide culturally responsive, trauma-informed, and patient-centered service consistent with clinic standards
Assist patients in understanding clinic processes, paperwork, and next steps in their preferred language
De-escalate patient concerns or complaints professionally and escalate issues in accordance with clinic procedures
Maintain cleanliness and organization of the front desk and waiting room areas throughout the day and at close of business
Observe, document, and report safety concerns in the waiting room or front desk area promptly
Assist with opening and closing procedures for the front desk as assigned
Monitor and restock front desk supplies, patient forms, and informational materials as needed
Participate in required staff meetings, trainings, and quality-improvement activities
Support onboarding and training of new front desk staff when assigned
Perform other duties as assigned to support clinic operations