Intake Specialist

Synergy-Respiratory; Glendale (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Synergy-Respiratory is seeking an Intake Specialist to be the friendly first touch for referral sources and patients, gathering and verifying information, and directing inquiries to the right departments. You will maintain thorough records to support compliance and service excellence.

The role emphasizes strong verbal and written communication, confidentiality, and proficient use of data-entry and CRM systems to ensure a smooth intake process and positive patient experiences.

Qualifications

• High school diploma or equivalent required.
• Experience in customer service, billing or intake roles.
• Strong verbal and written communication skills.
• Proficient with data entry and customer management systems.
• Ability to handle confidential information professionally.

Responsibilities

• Serve as the first point of contact for referral sources and patients via phone, email, text, or in person.
• Collect, verify, and accurately enter patient information into the system.
• Assess patient needs and direct them to appropriate services or personnel.
• Maintain detailed records of interactions and transactions for follow-up and reporting.
• Collaborate with internal teams to resolve patient issues and improve service delivery.
• Provide clear and empathetic communication to address concerns and ensure a positive experience.
• Stay informed about policies, services, and updates to provide accurate information.

Skills

Verbal communication

Written communication

Data entry

Customer management systems

Confidentiality

Multitasking

Education

High school diploma or equivalent

Tools

ERM software

Job description

The Intake Specialist plays a critical role in ensuring a seamless and positive experience for our referral sources and patient's from the initial point of contact. This position is responsible for accurately gathering and processing patient information, assessing needs, and directing inquiries to the appropriate departments or resources. The role requires strong communication skills to effectively interact with diverse populations, providing clear and empathetic support. The specialist will also maintain detailed records and documentation to support operational efficiency and compliance. Ultimately, this position contributes to the organization's reputation by delivering exceptional service and facilitating smooth intake processes.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience in customer service, billing or client intake roles.
• Strong verbal and written communication skills.
• Advanced computer proficiency, including experience with data entry and customer management systems.
• Ability to handle sensitive information with confidentiality and professionalism.

Preferred Qualifications:

• 2 or more years of experience working in healthcare, social services, or a related industry.
• Familiarity with ERM software and electronic record-keeping systems.
• Bilingual abilities or proficiency in multiple languages preferred but not required.

Responsibilities:

• Serve as the first point of contact for our referral sources and patients, responding promptly to inquiries via phone, email, text, or in-person.
• Collect, verify, and accurately enter patient information into the system, ensuring completeness and compliance with organizational standards.
• Assess patient needs and direct them to the appropriate services, departments, or personnel for further assistance.
• Maintain detailed and organized records of all interactions and transactions to support follow-up and reporting requirements.
• Collaborate with internal teams to resolve patient issues and improve service delivery processes.
• Provide clear and empathetic communication to patients, addressing concerns and ensuring a positive experience.
• Stay informed about organizational policies, services, and updates to provide accurate information to our referral sources and patients.

Skills:

The Intake Specialist / Customer Service Specialist utilizes strong communication skills daily to engage with our referral sources and patient's clearly and empathetically, ensuring their needs are understood and addressed. Attention to detail is essential for accurately collecting and entering patient information, which supports operational accuracy and compliance. Problem‑solving skills are applied when assessing patient needs and directing them to appropriate resources or resolving issues. Proficiency with computer systems and software enables efficient data management and record‑keeping. Additionally, interpersonal skills foster collaboration with internal teams to enhance service delivery and patient satisfaction.

Synergy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.