Intake Specialist - Full Time

Cataldo Ambulance Service Inc.; Somerville (MA); On-site; USD 36,000 - 54,000; Full time

Job summary

Cataldo Ambulance Service Inc. is seeking an intake specialist to manage the in-take process and ensure financial clearance for ambulance transports.

You will verify insurance, review patient care reports, and assist with billing inquiries while working closely with Dispatch and patients. The ideal candidate has a high school diploma, 1-3 years of medical billing experience (EMS preferred), knowledge of HIPAA, and proficiency with billing software and EHR systems.

Qualifications

• High school diploma or GED required.
• 1-3 years of Medical Billing experience.
• Prior EMS/ Ambulance billing experience preferred.

Responsibilities

• Will Call Management: Schedule non-emergency ambulance services.
• Insurance Verification: Confirm patient eligibility and benefits with private insurers, Medicare, and Medicaid.
• Insurance Documentation: Verify insurance information from patients and facilities.
• Insurance Prior Authorizations: Obtain prior authorizations for ambulance services.
• Billing Information: Enter accurate patient and trip data into billing systems and maintain records.
• Patient Support: Explain billing process and establish payment plans.
• Compliance & Privacy: Adhere to HIPAA and privacy regulations.
• Team Collaboration: Work with Dispatch to ensure timely financial clearance.
• Customer Service: Address inquiries and maintain professional demeanor.
• Meet productivity benchmarks weekly.
• Additional duties as assigned.
• Maintain knowledge of company policies.

Skills

HIPAA compliance

Medicare/Medicaid billing

Medical billing software

EHR systems

Microsoft Office

Communication skills

Data entry accuracy

Confidentiality

Multitasking

EMS billing knowledge

Education

High school diploma or GED

Medical billing certification (CPB)

Tools

Medical billing software

Electronic Health Records (EHR)

Microsoft Excel

Job description

The intake specialist manages various aspects of the in-take process, ensuring the efficient financial clearance of emergency and non-emergency Ambulance transports. They review patient care reports, verify insurance, and assist patients with billing inquiries. They work closely with Communications/Dispatch, patients, and insurance providers to facilitate proper documentation, insurance authorizations, and payments, ultimately ensuring the seamless provision of our life-saving services

Key Responsibilities

• Will Call Management: Handle incoming calls from patients and medical facilities to schedule non-emergency ambulance services, ensuring accurate and efficient scheduling of trips.
• Insurance Verification: Confirm patient eligibility and benefits with private insurance carriers, Medicare, and Medicaid
• Insurance Documentation: Verify and collect necessary insurance information from patients and facilities, including but not limited to insurance cards, policy numbers, and patient demographics.
• Insurance Prior Authorizations: Communicate with insurance providers to secure prior authorizations for ambulance services, following up as needed to ensure timely approval.
• Billing Information: Enter complete and accurate patient and trip information into the company's billing system and maintain detailed records of all transactions and communications.
• Patient Support: Address customer service inquiries, explain the ambulance billing and collections process, and establish payment plans
• Compliance & Privacy: Ensure all activities and documentation adhere to company policies, healthcare regulations, and insurance requirements. Strictly adhering to HIPAA regulations, maintaining the confidentiality of sensitive medical and financial data.
• Team Collaboration: Collaborate closely with Dispatch to ensure trips are financially cleared in a timely and organized manner, allowing for the efficient dispatch of ambulance units.
• Customer Service: Provide exceptional customer service by addressing facility/patient inquiries, resolving issues, and maintaining a professional and empathetic demeanor during all interactions.
• Consistently meets and maintains productivity goals and defined benchmarks on a weekly basis.
• Additional projects and responsibilities as assigned and requested.
• Maintains knowledge of and complies with all company policies, procedures, and guidelines at all times.

Education & Experience

• High school diploma or GED equivalent is required. Post-secondary certification in medical billing or coding (CPB from AAPC or other) highly preferred.
• 1-3 years of Medical Billing experience
• Prior experience in EMS, Ambulance, transportation Medical billing preferred

Licensure, Certification, Registration

• Not Applicable to this role as a requirement

Knowledge, Skills and Abilities

• Knowledge of HIPPA and Healthcare standards
• Deep understanding of Medicaid and Medicare Ambulance Guidelines, as well as private insurance reimbursement protocols.
• Proficiency with medical billing software, electronic health records (HER) systems
• Working knowledge of Web based applications and Microsoft Office, including Excel and Word required
• Communicate effectively, both verbally and in writing; ability to understand and carry out verbal and written instructions.
• Analytical skills to gather and interpret data
• Ability to exercise sound judgment and discretion at all times
• Strong interpersonal skills
• Excellent organization skills: attention to detail and follow-through
• Resolve issues quickly and efficiently
• Able to multitask, take charge and ownership of tasks
• Ability to work independently and in a team setting
• Handle highly confidential information with complete discretion
• Ability to work in a Fast paced, high demand environment

Requirements

• Must be minimum of 18 years of age
• Ability to meet the essential duties and physical, mental and sensory requirements of the position at all times.
• Comply with UDS drug screening at any and all times
• Completion and receipt of satisfactory background check and MA CORI (Criminal Offender Record Information), verification may be required annually.

The physical demands described here are representative of those that must be met and maintained by an employee to successfully perform the essential functions of the job.

Physical Requirements

• Stationary Position: Frequently required to sit for long periods at a desk.
• Manual Dexterity: High level of finger dexterity to operate computers, calculators, and office machinery.
• Handling/Reaching: Frequent need to reach with hands/arms, handle files, and feel objects.
• Lifting/Moving: Ability to lift, carry, or move documents, files, or office equipment (typically up to 10-25 pounds).
• Movement: Intermittent walking, standing, bending, or stooping to access files

Mental/Cognitive Requirements

• Organization: Exceptional organizational and time-management skills to handle daily tasks.
• Attention to Detail: Ability to input data accurately and read fine statistical reports.
• Communication: High-level verbal and written communication skills, including professional telephone etiquette.
• Problem-Solving: Ability to manage deadlines and resolve issues

Sensory Requirements

• Vision: Close vision, peripheral vision, depth perception, and ability to adjust focus to read computer screens and printed documents.
• Hearing: Ability to hear and understand speech in person and on the telephone.
• Speech: Ability to communicate clearly in person and via phone.