Intake Specialist

Valley Healthcare System, Inc.; Northern (KY); Hybrid; USD 20,000 - 25,000; Full time

Benefits offered by this job

Medical Coverage (Employer-Paid)

Dental and Vision Coverage (No-cost)

403(b) retirement plan

Generous paid time off and holidays

Job summary

Valley Healthcare System, Inc. seeks an Intake Specialist to be the first point of contact, handling front desk duties, scheduling, patient registration, and payments. The role emphasizes patient service, accurate documentation, and teamwork within a comprehensive care environment.

Your responsibilities include verifying insurance, scanning documents, and supporting care continuity across departments, with HIPAA compliance and confidential handling of PHI as core requirements.

Qualifications

• High school diploma or equivalent is required.
• Experience with medical intake procedures.
• Proficiency with Microsoft Word and Excel for daily tasks.
• Ability to work in a fast-paced, team-oriented environment.
• Strong interpersonal and communication skills are essential.
• Bilingual English/Spanish preferred.

Responsibilities

• Greet and register new and existing patients.
• Answer incoming phone calls and route appropriately.
• Schedule, cancel, reschedule, and notation of patient appointments.
• Verify insurance coverage and scan insurance cards.
• Review and scan sliding fee applications and income documentation.
• Maintain accurate documentation of patient demographics at visits.
• Collect and reconcile co-pays, payments, and petty cash daily.
• Run reports including EBO and e-payment reports.
• Translate documents and provide translation for patients when bilingual.
• Collaborate with other Intake Specialists and departments to ensure continuity of care.

Skills

Interpersonal communication

Teamwork

Customer service

Bilingual English/Spanish

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Description

Valley Healthcare System, Inc. (formerly Community Health Center of South Columbus) has been proudly serving the Chattahoochee Valley and surrounding regions since 1994. From our beginnings in the Baker Village community, we've expanded to offer comprehensive medical, dental, vision, behavioral health, outreach, and pharmacy services. As a patient-centered and team-based healthcare provider, we recognize that our people are the foundation of our success.

Position Summary

The Intake Specialist serves as the first point of contact for patients and is responsible for front desk operations including answering phones, scheduling appointments, verifying insurance, registering patients, and handling payments. This position plays a key role in ensuring excellent customer service, accurate documentation, and smooth front-office workflow.

Duties & Responsibilities

• Greet and register new and existing patients
• Answer incoming phone calls and route appropriately
• Schedule, cancel, reschedule, and notate patient appointments
• Verify insurance coverage and scan insurance cards
• Review and scan sliding fee (S/F) applications and income documentation
• Confirm and update patient demographics at each visit
• Collect and reconcile co-pays, payments, and petty cash daily
• Run reports including EBO and e-payment reports
• Translate documents and provide translation for patients (if bilingual)
• Maintain accurate documentation of emergency room or hospital visits
• Retrieve and scan necessary documentation (faxes, hospital records, etc.)
• Create and assign telephone encounters in the EMR system
• Provide general office support including faxing, scanning, and filing
• Collaborate with other Intake Specialists and departments to ensure continuity of care
• Perform other duties as assigned by supervisor

Requirements

• High school diploma or equivalent
• Experience with medical intake procedures
• Proficiency with basic computer programs (Microsoft Word and Excel)
• Ability to work in a fast-paced, team-oriented environment
• Strong interpersonal and communication skills
• Bilingual skills preferred (English/Spanish)

Compliance & Confidentiality

• Adhere to all HIPAA regulations concerning patient confidentiality and security
• Maintain confidentiality of all PHI (written, oral, and electronic)
• Protect individual computer log-ins and secure workstations when unattended
• Complete all required compliance trainings and uphold all local, state, and federal guidelines

Physical & Environmental Requirements

• Frequent standing, walking, reaching, bending, and lifting
• Occasional lifting of up to 50 pounds and assisting with patient mobility
• Regular use of computers and standard office equipment
• Exposure to communicable diseases, toxic substances, and clinical environments
• Must possess normal vision, hearing, and full range of motion

Compensation & Benefits

• Salary: $14.66 - $18.32 Hourly
• 100% Employer-Paid Medical Coverage and Long-term Disability Coverage
• No-cost Dental and Vision Services at our Clinics – Additional Dental, Vision, and Short-term Disability Coverage is available for purchase at a reduce cost.
• 403(b) retirement plan
• Competitive salary
• Generous paid time off and holidays

THIS POSITION IS AT RISK FOR OCCUPATIONAL EXPOSURE TO BLOOD AND/OR BODILY FLUIDS