Infusion Intake Manager

Socket.dev; Irvine (CA); On-site; USD 90,000 - 110,000; Full time

Job summary

Socket.dev is hiring an Infusion Intake Manager in Irvine to lead the intake department, ensure accurate patient data, and secure timely admissions. You will coordinate with Pharmacy, Nursing, Reimbursement, and Clinical teams, manage vendor relationships, and drive key performance metrics.

The role requires supervisory experience, healthcare knowledge, and strong problem-solving and communication skills to maintain compliance and improve revenue cycle operations.

Qualifications

• High school diploma or equivalent; Associate's or Bachelor's preferred.
• Minimum 1 year of supervisory or management experience in healthcare.
• Home infusion, specialty pharmacy, home health, or intake experience preferred.
• Familiarity with infusion software systems and EMRs.
• Working knowledge of commercial insurance, Medicare, Medicaid, and prior authorization processes.
• Understanding of CMS regulations and HIPAA compliance.
• Strong organizational, analytical, and communication skills.
• Ability to collaborate across multiple departments and vendors.
• Proficient in MS Office and electronic documentation systems.

Responsibilities

• Provide leadership, coaching, and performance management for the Intake Department.
• Oversee the intake process from referral receipt through admission for timely onboarding.
• Ensure accurate entry of patient demographics, referrals, and insurance into EMR.
• Manage insurance verification, prior authorizations, and financial clearance.
• Coordinate admissions with Pharmacy, Nursing, Scheduling, Reimbursement, and Clinical teams.
• Collaborate with Case Managers and discharge planners to facilitate transitions.
• Oversee relationships with outsourced intake vendors and BAAs.
• Monitor referral turnaround times and develop metrics and dashboards.
• Manage hospital referral portals and electronic referral systems.
• Review therapy requirements and payer guidelines to ensure coverage.
• Understand the financial impact of intake decisions on billing and revenue cycle.
• Partner with Billing to resolve insurance and payment issues.
• Serve as liaison between Sales/Marketing, Intake, Pharmacy, and Billing.
• Maintain relationships with physicians, hospitals, and referral partners.
• Address customer service concerns promptly and professionally.
• Identify workflow inefficiencies and implement process improvements.
• Ensure CMS, HIPAA, accreditation standards, and state/federal regulations compliance.
• Participate in planning, quality initiatives, and reporting to leadership.

Skills

Leadership

Team Development

Customer Service

Communication

Problem Solving

Attention to Detail

Regulatory Compliance

Collaboration

Adaptability

Supervisory Experience

Education

Associate's or Bachelor's in Healthcare Administration or related

Tools

EMR systems

Infusion software

Job description

This role is responsible for overseeing the daily operations of the intake team while ensuring the accurate and timely processing of new patient referrals, insurance verification, and coordination of admissions with our Pharmacy, Nursing, Reimbursement, and Sales teams.

The Infusion Intake Manager is a strong leader with exceptional problem-solving skills, a solid understanding of infusion services, insurance requirements, and healthcare regulations, and the ability to manage multiple priorities in a fast-paced healthcare environment. This position plays a critical role in ensuring patients receive timely care while maintaining operational efficiency, financial accuracy, and regulatory compliance.

Essential Responsibilities

• Provide leadership, coaching, and performance management for the Intake Department.
• Oversee the intake process from referral receipt through admission to ensure timely patient onboarding.
• Ensure accurate entry of patient demographics, referral information, physician orders, insurance information, and clinical documentation into the electronic medical record.
• Manage insurance benefit verification, prior authorization requirements, and financial clearance for infusion therapies.
• Coordinate new patient admissions with Pharmacy, Nursing, Scheduling, Reimbursement, and Clinical departments.
• Collaborate with Case Managers, hospital discharge planners, physician offices, and referral sources to facilitate seamless patient transitions.
• Oversee relationships and workflows with outsourced intake and reimbursement vendors, ensuring Business Associate Agreement (BAA) compliance and adherence to company expectations.
• Monitor referral turnaround times and department productivity while developing metrics, dashboards, and quarterly performance reports.
• Manage hospital referral portals and electronic referral systems to ensure timely response to incoming referrals.
• Review therapy requirements, payer guidelines, and insurance qualifications to ensure services meet coverage criteria.
• Understand reimbursement methodologies and the downstream financial impact of intake decisions on billing, collections, and revenue cycle operations.
• Partner with Billing and Reimbursement teams to resolve insurance, authorization, and payment issues.
• Serve as the liaison between Sales/Marketing, Intake, Pharmacy, Nursing, Scheduling, and Billing departments to improve communication and workflow.
• Manage relationships with physician offices, hospitals, and referral partners while maintaining excellent customer service.
• Respond promptly and professionally to customer service concerns and operational issues.
• Identify workflow inefficiencies and implement process improvements that enhance quality and operational performance.
• Ensure compliance with CMS regulations, HIPAA, accreditation standards (ACHC or equivalent), state and federal regulations, and company policies.
• Participate in departmental planning, strategic initiatives, and quality improvement projects.
• Prepare and present departmental metrics and operational reports to leadership.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Nursing, or related field preferred.
• Minimum 1 year of supervisory or management experience in a healthcare environment.
• Home infusion, specialty pharmacy, home health, or healthcare intake experience strongly preferred.
• Familiarity with infusion software systems and electronic medical records preferred.
• Working knowledge of commercial insurance, Medicare, Medicaid, managed care, and prior authorization processes.
• Understanding of infusion therapies and payer qualification requirements preferred.
• Knowledge of CMS regulations, HIPAA, and healthcare compliance requirements.
• Strong understanding of healthcare revenue cycle processes and the financial impact of intake operations.
• Excellent organizational skills with the ability to prioritize multiple projects and meet deadlines.
• Strong analytical, problem-solving, and decision-making abilities.
• Excellent verbal and written communication skills.
• Exceptional interpersonal skills with the ability to collaborate across multiple departments.
• Proficient in Microsoft Office Suite and electronic documentation systems.

Preferred Skills

• Experience managing referral workflows and hospital referral portals.
• Experience working with physician offices, hospitals, and case managers.
• Knowledge of quality improvement initiatives and departmental performance metrics.
• Ability to interpret insurance benefits and coverage requirements.
• Strong leadership and employee coaching skills.
• Ability to thrive in a fast-paced, deadline-driven healthcare environment.

Core Competencies

• Leadership
• Team Development
• Customer Service Excellence
• Communication
• Problem Solving
• Attention to Detail
• Critical Thinking
• Organizational Skills
• Financial Awareness
• Regulatory Compliance
• Collaboration
• Adaptability