Associate, Intake Coordinator

Xeris Pharmaceuticals Inc; Georgia; Hybrid; USD 53,000 - 83,000; Full time

Benefits offered by this job

Health insurance

Job summary

Xeris Pharmaceuticals Inc. is seeking an Intake Coordinator to serve as the first point of contact for referrals and manage incoming documentation. You will coordinate with Patient Access and Sales to ensure complete information is captured before submissions to specialty pharmacy partners.

Responsibilities include overseeing referral intake, benefit reviews, and cross-functional liaison work, with a focus on accuracy, confidentiality, and timely processing in a hybrid office setting in Chicago.

Qualifications

• Bachelor’s degree required.
• Minimum 2 years of Pharmaceutical and/or healthcare industry preferred.
• Understanding of the healthcare industry, including both private and government payer landscape.
• Exceptional attention to detail, organizational skills and ability to manage complex workflows with precision.
• Excellent written and verbal communication skills with the ability to clearly communicate status updates and requirements to internal and external stakeholders.
• Proficient in MS Outlook, Word, PowerPoint, and Excel; ability to work across multiple digital systems (Fax queues, CRM, shared inboxes).
• Demonstrated ability to balance independent priorities with the priorities of the team/organization.
• HIPAA compliance familiarity.

Responsibilities

• Manage referrals in Patient Services eFax queue for Recorlev/Keveyis rare brands: assess each referral for completion.
• Communicate with patient access and sales to clarify referral and benefit requirements.
• Identify and classify incoming documents and route or tag using workflows.
• Maintain confidentiality in line with policies and regulations.
• Ensure accuracy and timeliness of referral documentation.
• Coordinate between Sales, Patient Access, and external partners to resolve missing items.
• Collaborate within the team to improve referral processing speed.
• Additional duties as assigned.

Skills

Attention to detail

Organizational skills

Communication skills

MS Office proficiency

Education

Bachelor’s degree

Tools

Salesforce

Adobe Acrobat

Fax systems

CRM

Job description

Job Purpose

The Intake Coordinator has a critical role within Patient Services, serving as the initial point of contact for all referrals. This role is responsible for managing all incoming referral documentation, evaluating completeness, performing preliminary benefit reviews, and coordinating with the Patient Access and Sales teams to ensure all required information is captured prior to submission to specialty pharmacy partners.

The Intake Coordinator enables the Xeris sales force to be successful by ensuring all referrals are processed accurately, efficiently, and in full compliance with internal policies and external regulations.

Essential Job Functions

Referral Intake & Documentation

• Manage referrals in Patient Services eFax queue for Recorlev/Keveyis rare brands: Comprehensive assessment of each referral to determine completion.
• Communicate with patient access and sales team regarding referral and benefit/plan requirements.
• Identify and classify incoming documents (Start Forms, clinical documentation, consents, insurance information) and route or tag appropriately using established workflows.
• Maintain and manage strict confidentiality of all information within established guidelines to include maintaining compliance with Xeris policies, procedures and related regulations.
• Responsible for accuracy and timeliness of referral documentation.
• Liaise with internal and external stakeholders to ensure efficient and compliant referral processing which includes being the intermediary between sales and patient access teams.
• Effective collaboration within the team to enhance timely processing of referrals.
• Additional duties as assigned.

Insurance & Benefit Review

• Perform soft benefit reviews to determine baseline insurance documentation.
• Communicate relevant benefit or plan requirements to Patient Access and Sales partners to support next steps in a timely manner.

Cross Functional Coordination

• Serve as a liaison between Sales, Patient Access, and external partners (including Panther & Cloud Top) to facilitate timely resolution of missing items, incomplete referrals, and benefit questions.
• Notify internal stakeholders of referral status changes (pending intake, incomplete, complete or direct-to-Panther referrals) within established SLAs.
• Assemble complete referral packets, including Start Forms, clinicals, and cover pages, ensuring accuracy and compliance before submissions to specialty pharmacy.

System & Process Management

• Utilize Salesforce, Adobe Acrobat, fax systems, territory lookup tools, and shared inboxes to manage intake workflows.
• Maintain documentation, version control, and routing accuracy across multiple digital folders and tracking systems.
• Ensure proper handling of HIPPAA-protected information and maintain strict confidentiality in accordance with Xeris policies and regulatory guidelines.
• Review and analyze all intake processes, and deliver reports outlining results.

Skills and Qualifications

• Bachelor’s degree required.
• Minimum 2 years of Pharmaceutical and/or healthcare industry preferred.
• Understanding of the healthcare industry, including both private and government payer landscape.
• Exceptional attention to detail, organizational skills and ability to manage complex workflows with precision.
• Excellent written and verbal communication skills with the ability to clearly communicate status updates and requirements to internal and external stakeholders.
• Proficient in MS Outlook, Word, PowerPoint, and Excel; ability to work across multiple digital systems (Fax queues, CRM, shared inboxes).
• Demonstrated ability to balance independent priorities with the priorities of the team/organization.
• Compliance with the provisions of the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations, as amended (“HIPAA”).

Working Conditions

Position may require periodic evening and weekend work, as necessary to fulfill obligations. Requires approximately 10% travel, including some overnight commitments. This is a hybrid position based in Xeris’ Chicago office and a minimum of three days per week on‑site is required. On‑site requirements may change at management’s discretion. #LI-HYBRID

Compensation and Benefits

• The anticipated base salary range for this position is $52,500 - $82,500.
• Employees are eligible for equity or long‑term incentive awards, where applicable.
• Field Sales role employees are eligible for a quarterly commission structure.
• Non‑Sales role employees are eligible for an annual bonus.
• The Company also offers a comprehensive benefits package that includes additional elements such as paid time off benefits, various health, vision, and dental insurance options, 401(k) retirement benefits and more for eligible employees.
• Details about these and other offerings will be provided at the time a conditional offer of employment is made.
• Candidates are always welcome to inquire about our compensation and benefits package during the interview process.
• Individuals hired as temporary employees, interns, and preceptors are not eligible for commissions, bonuses, and/or long‑term incentive or equity awards. Eligibility for other benefits will be based on plan documents.

Equal Opportunity

Xeris Pharmaceuticals, Inc. (the “Company”) is an equal opportunity employer and does not discriminate based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetics or any other characteristic protected by law. All qualified candidates are given equal opportunity and the Company’s employment selection decisions are based solely on job‑related factors.

Accessibility & Reasonable Accommodations

If, because of a medical condition or disability, you require a reasonable accommodation or assistance to complete any part of the application process, please send an e‑mail to [e-mail] and identify the type of accommodation or assistance you are requesting. Please include the job requisition number in your message. Please note if your request is not for this stated purpose, you will not receive a response to your email. Do not include any medical or health information in this email.

Company Overview

Xeris is a growth‑oriented biopharmaceutical company committed to improving patient lives by developing and commercializing innovative products across a range of therapies. Xeris is headquartered in Chicago, Illinois and has a strong foundation built on proprietary formulation technologies and deep expertise in clinical development and commercialization.

Electronic Verification

Xeris participates in E‑Verify.