INTAKE SPECIALIST

Definition and Role

The Intake Specialist serves as the first point of contact for new patient referrals, ensuring accurate and timely collection of demographic, insurance, and clinical information. This role is essential in initiating the patient care process, verifying eligibility, and coordinating with internal teams to ensure smooth onboarding. The Intake Specialist plays a key role in supporting revenue cycle operations by ensuring all front-end data is complete and compliant with payer requirements. This position reports directly to the Patient Access Team Lead.

Job Responsibilities and Duties

• Receive and process new patient referrals from facilities, providers, and other referral sources.
• Collect, verify, and enter accurate patient demographic, contact, and insurance information into the database.
• Confirm insurance eligibility and coverage and identify any prior authorization requirements.
• Obtain required documentation, including clinical records, orders, and consents, for service initiation.
• Communicate with referral sources to clarify missing or incomplete information.
• Coordinate with internal departments (Patient Access, Authorization, Clinical) to ensure timely and accurate onboarding.
• Maintain detailed and organized records of all referrals and related communications.
• Respond promptly and professionally to inquiries from patients, providers, and referral partners.
• Maintain confidentiality of all patient information in compliance with HIPAA regulations.
• Perform clerical duties such as scanning, faxing, and uploading documents into the EHR system.
• Support other administrative functions as needed to facilitate smooth patient intake and onboarding.

Qualifications

• High school diploma or equivalent required; associate degree in healthcare administration or related field preferred.
• Minimum of 1–2 years of experience in healthcare intake, admissions, or a related administrative role.
• Knowledge of insurance eligibility verification and basic authorization processes.
• Strong data entry skills with high accuracy and attention to detail.
• Excellent communication and interpersonal skills to work effectively with patients, providers, and internal teams.
• Proficient in Microsoft Office applications and EHR systems.
• Ability to manage multiple tasks in a fast-paced environment while meeting deadlines.
• Commitment to maintaining confidentiality and compliance with HIPAA regulations.

Physical Requirements

• Mobility and Lifting: Frequent sitting for extended periods of time; frequent standing; frequent lifting up to 25 pounds.
• Visual: Constant ability to read information, including close up; constant ability to use a computer screen; frequent use of good overall vision, including color perception.
• Dexterity: Constant eye and hand coordination and manual dexterity to write, operate a computer keyboard and finely manipulate small objects.
• Emotional/Psychological: Constant ability to make decisions and concentrate.