Intake Coordinator

Vital Care; Colorado Springs (CO); On-site; USD 29,000 - 34,000; Full time

Job summary

Druid City Infusion, part of the Vital Care Infusion Services network, seeks an Intake Coordinator to manage patient intake with accuracy and empathy. You will gather demographics, medical history, and insurance details, coordinating with providers and pharmacy teams to ensure timely processing and delivery of therapies.

Role requires strong clerical, organizational, and communication skills, plus knowledge of medical terminology and ICD-10/HCPCS coding.

Qualifications

• Preferred: Associate or bachelor’s degree in healthcare administration, business administration, or related field.
• Experience in healthcare administration, patient intake, or related field (home infusion or pharmacy setting preferred).
• Pharmacy Technician license or ability to obtain within 120 days of employment.

Responsibilities

• Oversee patient intake procedures and collect medical and insurance information.
• Collaborate with patients, providers, and pharmacy teams for smooth intake experience.
• Coordinate with healthcare providers to obtain prescriptions and documentation.
• Verify patient medical records and insurance details.
• Communicate insurance coverage, authorization status, and potential out-of-pocket costs.
• Relay patient information to providers promptly and accurately.
• Maintain records of intake, verifications, and communications in HIPAA-compliant systems.

Skills

Clerical abilities

Organizational skills

Communication skills

ICD-10/HCPCS coding

HIPAA compliance

EHR proficiency

Pharmacy knowledge

Education

Associate or Bachelor’s degree in healthcare administration / related field

Tools

CareTend

EMR systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Intake Coordinator

Pharmacy Operations Full Time Clerical Colorado Springs, CO, US

3 days ago Requisition ID: 1193

Salary Range: $21.00 To $25.00 Hourly

About Company:

Join Druid City Infusion — part of the Vital Care Infusion Services network!

We’re a rapidly growing home and alternate-site infusion therapy provider delivering compassionate, high-quality care for acute and chronic conditions right in patients’ homes or local clinics.

We support infusion therapy programs across multiple states, including Colorado, Georgia, Alabama, Arkansas, Mississippi, New Mexico, South Carolina, Louisiana, Tennessee, Montanaand beyond through the broader Vital Care network.

At Druid City Infusion, you’ll help bring advanced therapies like IVIG, neurology, rheumatology, pulmonary care, and more to patients in communities that need them — with strong clinical support and opportunities for professional growth.

Make an impact where it matters most — grow your career with a team delivering care across the nation!

About the Role:

An Intake Coordinator plays a critical role in overseeing patient intake procedures, ensuring the accurate collection of medical and insurance information, and delivering exceptional customer service. In this role, you will work closely with patients, healthcare providers, and internal pharmacy teams to support a smooth and efficient intake experience. Success in this position requires strong clerical abilities, excellent organizational and communication skills, and a solid understanding of medical terminology, pharmacy operations, and ICD-10/HCPCS coding.

Responsibilities:

• Accurately process patient intake and referral information using knowledge of ICD-10 and ICD-9 coding, pharmaceutical drugs, and dosing.
• Conduct initial assessments to gather patient demographics, medical history, and home infusion needs.
• Coordinate with healthcare providers to obtain prescriptions, treatment plans, and required medical documentation.

Insurance Verification and Communication

• Collect and verify patient medical records and insurance details.
• Communicate with patients regarding insurance coverage, authorization status, and potential out-of-pocket expenses.

Coordination and Communication

• Serve as the primary point of contact for new patients, guiding them through the intake process and addressing inquiries.
• Collaborate with pharmacy teams to ensure timely medication processing and delivery, especially for acute care patients.
• Work closely with account executives and pharmacy staff to maintain seamless patient flow.
• Relay critical patient information to healthcare providers promptly and accurately.

Documentation and Record Keeping

• Maintain detailed and accurate records of patient intake, insurance verifications, authorizations, and communications using CareTend or EMR systems.
• Ensure all documentation complies with privacy regulations and organizational standards.

Compliance and Quality Assurance

• Adhere to all applicable laws, regulations, and internal policies related to home infusion services.
• Participate in quality assurance initiatives to identify and implement improvements in the intake process.

Customer Service

• Deliver exceptional customer service to patients, providers, and insurance representatives.
• Resolve patient and provider concerns related to intake and insurance coverage.
• Educate patients on the intake process and provide clear, compassionate guidance throughout their care journey.

Education:

• Preferred: Associate or bachelor’s degree in healthcare administration, business administration, or a related field.

Experience & Skills:

• Prior experience in healthcare administration, patient intake, or a related field, preferably within a home infusion or pharmacy setting.
• General understanding of medical terminology and ICD-10/HCPCS coding.
• Pharmacy Technician license or the ability to obtain within 120 days of employment.
• Strong communication and interpersonal skills to effectively interact with patients, providers, and team members.
• Excellent organizational skills and attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficiency in using computer systems and software, including electronic health records (EHR) and pharmacy management platforms.
• Familiarity with maintaining medical documentation in HIPAA-compliant systems

Physical Requirements:

• Must be able to sit or stand for extended periods while performing job duties.
• Frequent and consistent use of a telephone is required, including handling inbound and outbound calls for prolonged periods throughout the workday.
• Ability to use a headset and other telecommunication equipment for extended durations.
• Manual dexterity required for dialing, typing, and note-taking during calls.

Commitment to Diversity and Inclusivity

At Druid City Vital Care, we believe that diversity and inclusivity are essential to delivering exceptional care and fostering innovation. We are committed to creating a workplace where every individual is respected, valued, and empowered—regardless of race, ethnicity, gender identity, age, ability, or background.

• Inclusive Hiring Practices: Ensuring equal opportunities for all candidates.
• Ongoing Education: Providing training to promote cultural competence and eliminate bias.
• Collaborative Environment: Encouraging diverse perspectives to strengthen patient care and organizational success.

By embracing diversity and inclusion, we aim to reflect the communities we serve and build a culture of belonging for our employees and patients alike.