Intake Coordinator - Pharmacy Tech Preferred

Position Summary

This position is responsible for coordinating and completing the patient intake process with accuracy, efficiency, and compassion. Serves as a primary point of contact for patients, referral sources, and insurance providers to ensure timely initiation of services. Communicates financial responsibilities, insurance benefits, coverage limitations, co-payments, deductibles, and authorization requirements clearly and professionally to patients and caregivers. Demonstrates a thorough understanding of insurance verification, prior authorizations, and payer guidelines to help ensure services are approved and processed appropriately. Maintains strong attention to detail while gathering and reviewing patient information, resolving coverage issues, and collaborating with internal departments to support continuity of care and a positive patient experience.

Essential Job Functions

• Ensures insurance verification and authorizations are completed accurately and in a timely manner; proactively secures ongoing authorizations for continued services.
• Enters and maintains accurate patient demographic and insurance information within the electronic system.
• Demonstrates working knowledge of reimbursement processes and communicates effectively regarding coverage and billing matters.
• Completes thorough and accurate patient intakes in accordance with company standards.
• Adheres to established policies and procedures to obtain approval or denial from the General Manager or designee for patient acceptance.
• Prepares patient charts for new IV starts, including all required documentation (AOB/Consent to Treat, Bill of Rights, contact information, DIF as applicable, and Patient Financial Responsibility forms); tracks and confirms receipt of required documents.
• Communicates insurance limitations, coverage details, and patient financial responsibilities clearly to patients and stakeholders.
• Generates and distributes referral and intake-related reports as requested.
• Maintains a professional and courteous demeanor when interacting with patients, insurance companies, referral sources, and internal staff.
• Actively participates in daily or morning intake/report meetings, providing updates on pending referrals and intakes.
• Reviews and updates all authorization statuses daily to ensure continuity of care.
• Processes electronic claims through clearinghouses and documents all accounts receivable (AR) activity and notes accurately.

• Duties, responsibilities, and activities may change at any time with or without notice to meet organizational needs.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Required Education, Licensure & Experience

All requirements below are job-related and consistent with business necessity.

• High school graduate or general education degree (GED).
• Two (2) years insurance experience working with Medicare, Medicaid and third party insurance.
• Ability to communicate effectively in English, both verbally and in writing.

Preferred Education & Experience

Preferred qualifications are not required but are job-related and consistent with business necessity.

• Home infusion experience preferred.
• Additional languages preferred.

Core Competencies

• Excellent written and verbal communication skills.
• Exceptional customer service skills.
• Ability to apply common sense and understanding to carry out instruction furnished in written, oral and diagram form.
• Ability to deal with problems involving several variables in particular situations.
• Professional demeanor to interact with clients, insurance companies and referral sources.
• Computer proficiency, medical terminology and knowledge of Medicare, Medicaid and third party payer guidelines.

Physical Demands

For physical demands of position, including vision, hearing, repetitive motion and environment, see following description. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising client care.

• Sedentary to light work; primarily sitting with occasional standing/walking.
• Frequent use of hands for typing and data entry.
• Regular communication (talking/hearing) required.
• Occasional reaching, bending, and light pushing/pulling.
• Infrequent lifting (generally up to 25 lbs).
• Repetitive hand and finger movements for fine motor tasks.
• Standard vision for computer-based work.

Work Environment

• Office/clinical setting with minimal environmental exposure.
• Rare exposure to hazards (e.g., chemicals, temperature extremes, mechanical risks).
• Noise level: quiet to moderate.
• Requires ability to hear alarms, phone calls, and staff instructions.

Additional Eligibility Requirements

• Must pass a pre-employment background check and drug screen per company policy and applicable state law.
• Must maintain required immunizations per accreditation standards and company policy.
• Must provide proof of eligibility to work in the U.S.
• Must comply with company policies, codes of conduct, and required training.
• Must hold required licenses or certifications, if applicable.
• Must be available for required shifts or travel, if applicable.
• Must meet role-specific physical, technical, or experience requirements, if applicable.