Intake Specialist

Yale NewHaven Health; Waterford (CT); On-site; USD 35,000 - 50,000; Full time

Job summary

Yale NewHaven Health's Waterford Smilow Care Center is seeking a detail‑oriented scheduling and registration specialist to intake referrals, register new patients, and coordinate appointments under the Nurse Coordinator. You will compile patient data, verify insurance, and guide families through the visit process in a fast-paced cancer care setting.

Candidates should have at least one year of medical scheduling experience, strong communication skills, and the ability to multi‑task.

Qualifications

• Four years of related work experience including scheduling and registration, or two years with an Associate's degree, or one year with a Bachelor's degree.
• Minimum one year experience in medical scheduling and registration.
• Oncology or highly complex medical setting experience preferred.
• CHAA certification within one year of employment.

Responsibilities

• Serve as first point of contact for new patients; process referrals and collect demographics and insurance data.
• Intake and record newly referred patients; compile data for initial consults and coordinate with Nurse Coordinator.
• Review referral documentation; assemble H&P, labs, pathology, and other data as needed.
• Coordinate timely patient consultations and schedule visits with providers.
• Arrange pre-visit testing within standard referral-to-consult timeframe.
• Register accounts and ensure required insurance referrals are in Epic.
• Send new patient packet by electronic or postal mail.
• Orient patients and families to the facility, visit process, and expectations.
• Identify access to care/financial resources and arrange navigation or financial counseling.
• Notify referring providers of new patient consult dates/times.
• Field inquiries related to new patients and scheduling of consultations.
• Place live reminder calls for all new consults.
• Meet performance expectations for Customer Service, Teamwork, Resource Utilization, and Staff Development.
• Perform other duties as assigned to ensure smooth operation.

Skills

Customer service

Communication

Teamwork

Multi-tasking

Data entry

Education

Scheduling and registration experience

Associate's degree or higher

Tools

Epic scheduling

Microsoft Office

Job description

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Provide a high level of support to Yale Cancer Center (YCC)/Smilow Cancer Hospital in Waterford. Under limited supervision, this position is dedicated to the intake of internal and external referrals, scheduling, registering and onboarding newly referred patients in collaboration with the Nurse Coordinator. The position reports to the Business Operations Manager.

EEO/AA/Disability/Veteran

Responsibilities

• 1.Serve as first point of contact for new patients entering the Waterford Smilow Care Center. Process new patient referrals including, but not limited to, intake and entry level patient data (demographics and insurance information), compilation of all required patient data for initial consultative visit from various internal and external sources, tracking and coordinating with Nurse Coordinator appropriate and timely new patient appointments.
• 2.Intakes and accurately records/tracks newly referred patients on spreadsheet; compiles statistical data and reports as directed.
• 3.Reviews documentation included in referral. Compiles all pertinent patient records for initial consultative visit including but not limited to, H&P, relevant laboratory and diagnostic testing, pathology reports, and other data in accordance with physician preferences and disease state profiles
• 4.Coordinates timely patient consultation with the appropriate provider as directed. Schedules visit with patient and/or family/caregiver.
• 5.Arranges any required pre-visit testing within the established standard referral to consult timeframe.
• 6.Registers account, compiling all demographic data. Identifies and ensures any required insurance referrals are in place documenting same in Epic.
• 7.Sends new patient packet via electronic or postal mail service to patient.
• 8.Works with the Nurse Coordinator to orient new patients and their families to the facility, visit process and what to expect during their first visit.
• 9.Identifies additional access to care/financial resources needed and orders appropriate referral (navigation, financial counseling, etc.) Communicates with the Patient Navigator any access issues including but not limited to, transportation, assistive devices or wheelchair support needed.
• 10.Notifies referring provider of date/time of new patient consult
• 11.Fields all inquiries related to new patients and the scheduling and/or rescheduling of new patient consultations for all disease groups
• 12.Places live reminder call for all new consults.
• 13.Meets performance expectations for Customer Service, Teamwork, Resource Utilization, and Staff and Self Development as outlined in performance review.
• 14.Performs other duties as assigned or directed to ensure smooth operation of the department/unit.

Qualifications

EDUCATION

Four years of related work experience including scheduling and registration and a high school education OR two years of related work experience including scheduling and registration and an Associate's degree OR minimum of one year scheduling and registration and a Bachelor's degree or equivalent combination of experience and education.

EXPERIENCE

Minimum one year experience in medical scheduling and registration. Exceptional and patient centered customer service skills, able to effectively communicate with patients, family members, visitors, peers and clinical staff. Strong computer skills associated with scheduling, medical records and transcription. Strong knowledge of outpatient office, hospital or inpatient hospital administrative support functions preferred; experience in an oncology setting or other highly complex medical setting required, CHAA certification within one year of employment.

LICENSURE

Not applicable

SPECIAL SKILLS

Ability to coordinate multiple tasks in a fast paced medical office setting with a calm and pleasant personality. Highly motivated team player with strong oral and written communications skills. Ability to identify and resolve problems collaboratively and independently utilizing critical thinking skills.