Intake Specialist

Jobtailor; Columbia (TN); On-site; USD 34,000 - 52,000; Full time

Job summary

Jobtailor is seeking a detail-oriented intake coordinator to review medical records, determine patient eligibility, and ensure compliance with payer guidelines. You will communicate with patients about financial responsibilities and document all interactions accurately.

You will collaborate with referral sources, physicians, and clinical teams to obtain complete documentation and navigate multiple EMR systems to support timely care and efficient operations.

Qualifications

• 1 year of related work experience required.
• High School Diploma or equivalent; Associate’s degree or healthcare administration background preferred.
• Experience in management, administration, insurance, billing, claims, call center, or customer service is a plus.
• Excellent verbal and written communication with analytical, problem-solving and attention to detail.

Responsibilities

• Review records and payer guidelines to determine patient eligibility and compliance.
• Communicate with patients about financial responsibility and document interactions.
• Provide updates when documentation does not meet payer requirements and offer alternatives.
• Collaborate with referrals, physicians and clinical teams to obtain complete documentation.
• Maintain accurate documentation using electronic systems and enter referrals within required timeframes.

Skills

Verbal and written communication

Multitasking

Microsoft Office proficiency

Healthcare systems familiarity

Independent work

Education

High School Diploma

Associate’s degree or related field

Healthcare Administration/Business Administration background

Tools

Microsoft Office

Healthcare systems

Job description

Responsibilities

• Review medical records, clinical documentation, and payer guidelines to determine patient eligibility, qualification status, and compliance prior to service delivery
• Communicate with patients regarding financial responsibility, collect payments when applicable, and document interactions accurately
• Contact patients when documentation does not meet payer requirements, providing updates and alternative options to support timely care
• Work with referral sources, physicians, and clinical teams to obtain complete and compliant documentation
• Demonstrate expert knowledge of payer requirements to ensure services are provided appropriately and in compliance
• Maintain accurate, timely documentation of patient information and communications using electronic systems
• Accurately enter referrals within established timeframes while meeting productivity and quality standards
• Coordinate with leadership to ensure appropriate inventory and services are selected and scheduled
• Work closely with sales, insurance verification, and internal support teams to facilitate the referral and intake process
• Navigating multiple EMR and online systems to obtain and manage documentation. Ensure appropriate shipping and delivery methods are selected in accordance with company procedures
• Answer incoming calls promptly and provide professional assistance to patients and referral sources
• Participate in on-call rotation during non-business hours in accordance with company policy
• Support team operations and quality standards by following company policies and procedures
• Perform other related duties as assigned

Requirements

• One (1) year of related work experience required
• High School Diploma, Associate’s degree in related field, Healthcare Administration, Business Administration or equivalent work experience required
• Experience in management, administrative, clerical, insurance, billing, claims, call center, or customer service preferred but not required
• Experience within a healthcare organization, pharmacy, HME, medical supply, or Medicare-certified environment is a plus but not required
• Excellent verbal and written communication skills including analytical, problem-solving and decision-making abilities with attention to detail
• Ability to multi-task in a fast paced environment
• Proficient computer skills – Microsoft Office and healthcare systems are a plus
• Comfort learning new technologies and navigating multiple systems
• Ability to work independently while following established procedures and directives

Core Competencies

Demonstrates expertise in reviewing medical records and clinical documentation to ensure patient eligibility and compliance, while effectively communicating with patients and referral sources. Proficient in managing documentation and navigating electronic systems to support timely care and operational efficiency.