Senior Patient Intake Specialist

Proco LLC; Marietta (GA); On-site; USD 45,000 - 65,000; Full time

Job summary

AICA Orthopedics in Marietta, GA is seeking a Senior Patient Intake Specialist to manage inbound calls, convert inquiries into appointments, and support a high-performing intake team. You will ensure accurate CRM documentation and HIPAA-compliant communications while coordinating with attorneys as needed.

This on-site, full-time role emphasizes empathy, precision in data entry, and collaboration with navigators to guide injured patients through the intake process and referrals.

Qualifications

• Healthcare, medical scheduling, or personal injury experience.
• Familiarity with attorney referral processes or insurance coordination.
• 3+ years in an inbound call center, patient intake, or appointment-setting role.
• Demonstrated track record meeting or exceeding inbound conversion and answer rate targets.
• Salesforce or equivalent CRM proficiency; comfortable managing multiple platforms simultaneously.
• Exceptional active listening and empathy — you de-escalate without losing the conversion.
• Sound judgment for handling complex or sensitive patient situations independently.
• Typing speed of 40+ WPM with strong data entry accuracy.
• Bilingual English/Spanish a strong plus given our patient population

Responsibilities

• Inbound Conversion: Answer calls, web inquiries, and referrals; convert to appointments; route based on injury type and status; handle escalated cases; meet SLA metrics.
• Attorney Referral Coordination: Connect unrepresented patients to attorney resources; document referral status in Salesforce; meet referral KPIs.
• Team Quality & Senior Responsibilities: Set the inbound call quality benchmark; assist onboarding and coaching of new agents.
• CRM & Compliance: Maintain HIPAA-compliant documentation and CRM data; use reporting to monitor performance and gaps.

Skills

Inbound calls

Empathy & listening

Bilingual English/Spanish

CRM proficiency (Salesforce)

Data entry accuracy

Phone etiquette

Tools

Salesforce

Job description

Description

Senior Patient Intake Specialist

Receive. Advocate. Convert.

AICA Orthopedics Marietta, GA Full-Time, On-Site

Hourly + performance bonuses Range confirmed before posting

THE ROLE

When an injured person calls AICA, they are often in pain, confused, and deciding in real time whether to take action. You are the first voice they hear — and your job is to make sure they follow through.

Your primary function is inbound: receive every contact, earn trust fast, and convert that conversation into a scheduled appointment. At the senior level, you also handle escalated cases, set the quality standard, and support the development of newer agents.

ABOUT AICA ORTHOPEDICS

AICA is Atlanta's premier integrated orthopedic and injury care network — 21 locations, 400+ employees, and 25 years caring for accident victims across metro Atlanta. Our patient population is primarily personal injury: individuals managing auto accidents, attorney relationships, and insurance coordination while trying to get their lives back. We are fast-moving, data-driven, and growing.

WHAT YOU'LL DO

Inbound Conversion

• Answer inbound calls, web inquiries, and referrals — primarily auto accident and PI patients.
• Convert contacts into scheduled appointments through empathetic, consultative conversation.
• Route each patient correctly based on injury type, insurance status, and attorney representation.
• Handle escalated or complex patient situations with professionalism and sound judgment.
• Meet answer rate and inbound conversion targets as primary performance metrics.

Attorney Referral Coordination

• Connect unrepresented patients to attorney referral resources when appropriate.
• Coordinate with attorney offices on referred cases; document referral status in Salesforce.
• Meet attorney referral rate as a standing KPI.

Team Quality & Senior Responsibilities

• Serve as a quality benchmark for the inbound team — your calls set the standard.
• Support onboarding and development of newer agents through call shadowing and peer coaching.
• Surface process gaps or patient experience issues to the contact center manager.

CRM & Compliance

• Own complete, accurate Salesforce documentation for every patient interaction.
• Maintain full HIPAA compliance across all patient communications and records.
• Use CRM reporting to self-monitor performance and flag follow-up gaps.

WHAT YOU'LL OWN

Primary performance metrics:

• Answer rate — no inbound contact left unaddressed within SLA
• Inbound call-to-appointment conversion rate
• Show rate — scheduled patients who arrive for their first appointment
• Attorney referral rate — eligible patients connected to legal resources
• Patient satisfaction score
• Data input accuracy — CRM record quality across all interactions

WHAT WE NEED

• Healthcare, medical scheduling, or personal injury experience.
• Familiarity with attorney referral processes or insurance coordination.
• 3+ years in an inbound call center, patient intake, or appointment-setting role.
• Demonstrated track record meeting or exceeding inbound conversion and answer rate targets.
• Salesforce or equivalent CRM proficiency; comfortable managing multiple platforms simultaneously.
• Exceptional active listening and empathy — you de-escalate without losing the conversion.
• Sound judgment for handling complex or sensitive patient situations independently.
• Typing speed of 40+ WPM with strong data entry accuracy.
• Bilingual English/Spanish a strong plus given our patient population.

COMPENSATION & BENEFITS

• Base salary commensurate with experience — range confirmed before posting.
• Performance bonuses tied to conversion rate, answer rate, and show rate.
• Medical, dental, and vision insurance.
• 401(k) with company match.
• Paid holidays and PTO.
• Structured onboarding, ongoing coaching, and career advancement within AICA's growing network.

SCHEDULE & LOCATION

• On-site at AICA headquarters, Marietta, GA.
• Full-time, 40 hours per week, Monday through Friday.
• Schedule flexibility considered for the right candidate based on business need.

Requirements

WHAT WE NEED

• Healthcare, medical scheduling, or personal injury experience.
• Familiarity with attorney referral processes or insurance coordination.
• 3+ years in an inbound call center, patient intake, or appointment-setting role.
• Demonstrated track record meeting or exceeding inbound conversion and answer rate targets.
• Salesforce or equivalent CRM proficiency; comfortable managing multiple platforms simultaneously.
• Exceptional active listening and empathy — you de-escalate without losing the conversion.
• Sound judgment for handling complex or sensitive patient situations independently.
• Typing speed of 40+ WPM with strong data entry accuracy.
• Bilingual English/Spanish a strong plus given our patient population