Intake Supervisor

Ultipro; Lafayette (LA); On-site; USD 55,000 - 75,000; Full time

Job summary

Ultipro is seeking a skilled administrator to oversee the systems, policies, and operations of a multi-department medical office. You will lead 20+ staff across authorizations, billing, intake, and post-acute, ensuring efficient processes and strict HIPAA compliance.

You will supervise, train, and audit to maintain high performance and regulatory alignment. Responsibilities include directing charge entry, coordinating referrals and insurance verification, and coordinating time-off while

Qualifications

• High School Diploma or equivalent.
• 1–2 years working for a Durable Medical Equipment company or relevant medical office experience preferred.
• Basic understanding of medical insurance benefits.
• Skill in establishing and maintaining effective working relationships with other employees, patients, organizations, and the public.
• Effective communication with physicians, patients, insurers, colleagues, and staff.
• Able to read and understand medical documentation effectively.
• Knowledge of CPT, HCPCS, ICD-10, HIPAA, billing and insurance regulations.
• Proficient in Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Performs a variety of systems administration and support tasks.
• Designs, implements, and enforces policies and procedures.
• Directs, leads, and coordinates 20+ staff across medical authorizations, billers, intake, and post-acute.
• Streamlines authorizations, billers, intake, and post-acute processes.
• Serves as the practice expert for authorizations, billers, intake, and post-acute processes.
• Oversees charge entry, referral intake, and insurance verification.
• Supervises office personnel, allocates work, trains, resolves problems, and evaluates performance.
• Audits procedures to improve efficiency of operations.
• Provides training on policies, protocols, systems, and techniques.
• Coordinates time-off requests without impacting daily functions.
• Keeps knowledge of HIPAA and health regulations.
• Ensures activities comply with department protocol and regulations.
• Holds bi-weekly staff meetings to maintain team cohesion.
• Reports concerns to Intake Supervisor and Intake Manager.

Skills

Leadership

Communication

HIPAA compliance

Microsoft Office

Reading medical documentation

Billing knowledge

Problem solving

Team coordination

Education

High School Diploma or equivalent

Tools

Billing system

Billing software

Job description

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Performs a variety of systems administration and support tasks.
• Responsible for designing, implementing, and enforcing policies and procedures.
• Responsible for directing, leading, and coordinating the overall functions for the 20 plus person medical authorizations, billers, intake, and post-acute departments.
• Streamlining effective authorizations, billers, intake, and post-acute processes.
• Serves as the practice expert for all authorizations, billers, intake, and post-acute processes.
• Oversees the operations of the authorization, billers, intake, and post-acute departments, including charge entry, referral intake and insurance verification.
• Supervises office personnel, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
• Audits current procedures to monitor and improve efficiency of Authorizations, Billers, Intake, and Post-Acute operations.
• Provides, oversees, and/or coordinates the provision of training for new and existing billing, authorization, intake, and post-acute staff on applicable operating policies, protocols, systems and procedures, standards, and techniques.
• Coordinates team members request for any time away from work in a manner that does not negatively impact necessary daily functions.
• Maintains a working knowledge of all health information management issues such as HIPAA and all health regulations.
• Ensures that the activities of the Authorization, Billing, Intake, and Post-Acute operations are conducted in a manner that is consistent with overall department protocol, and in compliance with Federal, State, and payer regulations, guidelines, and requirements
• Holds bi-weekly staff meetings for authorizations, billers, intake, and post-acute to ensure proper team building and protocol.
• Reports all concerns or issues directly to Intake Supervisor and Intake Manager.

Qualifications

• High School Diploma or equivalent
• One (1) to two (2) years working for a Durable Medical Equipment company or relevant medical office experience preferred.
• Basic understandings of medical insurance benefits
• Skill in establishing and maintaining effective working relationships with other employees, patients, organizations, and the public.
• Effectively communicate with physicians, patients, insurers, colleagues, and staff
• Able to read and understand medical documentation effectively.
• Knowledge and understanding of same and similar DME equipment.
• Knowledge and understanding of In-network vs Out of Network, PPO, HMO
• Thorough understanding and maintaining of medical insurances company’s regulations and requirements to include but not limited to Medicare and Medicaid.
• Working knowledge of CPT, HCPCS & ICD10 codes, HCFA 1500, UB04 claim forms, HIPAA, billing and insurance regulations, medical terminology, insurance benefits.
• Learns and maintains knowledge of current patient database & billing system.
• Up to date with health information technologies and applications
• Answers telephone in a polite and professional manner. Communicates information to appropriate personnel and management in a timely manner.
• Establishes and maintains effective communication and good working relationships with co-workers, patients, organizations, and the public.
• Proficient in Microsoft Office, including Outlook, Word, and Excel
• Utilizes initiative, strives to maintain steady level of productivity and is self-motivated.

Access to Protected Health Information (PHI)

This position will require the employee to handle Protected Health Information (PHI) for duties related to document and report preparation. Policies and procedures will be strictly adhered to make sure PHI is protected as required by the HIPAA Privacy Rule.

Schedule & Compliance

• Monday–Friday shifts between 7:00 AM and 7:00 PM. (specific shift to be agreed upon)
• Occasional weekend work, overtime, or on-call rotation may be required.
• Strict adherence to HIPAA Privacy Rules when handling PHI.

We are an equal opportunity employer and all qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by law.

By submitting your application and participating in the interview process, you acknowledge and consent that interviews, video meetings, phone screenings, and other recruiting interactions may be recorded for evaluation, training, quality assurance, compliance, and hiring purposes. These recordings may be reviewed by authorized company personnel and may be processed using artificial intelligence or automated tools to assist with notetaking, transcription, scheduling, candidate evaluation support, and other recruiting functions. No employment decision will be based on automated processing. By submitting an application and participating in the interview process, you acknowledge and consent to the recording and processing in accordance with applicable laws and company privacy policies.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.