O and P Intake coordinator

Position Summary

The Orthotist/Prosthetist Intake Coordinator serves as the primary point of contact for new and returning patients, ensuring a smooth, efficient, and welcoming intake process. This role involves coordinating appointments, collecting and verifying documentation, obtaining authorizations, and facilitating communication between patients, clinicians, and insurance providers. The Intake Coordinator plays a critical role in preparing patients for their orthotic and prosthetic services while supporting clinic operations.

Key Responsibilities

• Patient Intake & Scheduling

  • Greet patients in person or by phone, providing a professional and compassionate first point of contact.

  • Schedule initial evaluations, fittings, and follow-up appointments with Orthotists and Prosthetists.

  • Confirm and remind patients of upcoming appointments.

• Documentation & Records Management

  • Collect patient demographic, medical history, and referral information.

  • Ensure all intake forms, prescriptions, and consent documents are completed accurately.

  • Enter and maintain accurate patient data in the electronic medical record (EMR) system.

• Insurance Verification & Authorization

  • Verify insurance benefits and coverage for orthotic and prosthetic services.

  • Obtain necessary prior authorizations and ensure compliance with payer requirements.

  • Provide patients with estimates or cost breakdowns when applicable.

• Coordination & Communication

  • Act as liaison between patients, clinicians, physicians, and insurance providers.

  • Route clinical documentation to appropriate parties in a timely manner.

  • Communicate any missing information or required follow-up to patients and staff.

• Customer Service & Patient Support

  • Answer inquiries regarding services, processes, and insurance coverage.

  • Provide directions, assist with paperwork, and ensure patients feel comfortable throughout the intake process.

  • Escalate patient concerns to management when necessary.

Qualifications

• Education:

  • High school diploma or equivalent required; associate’s degree preferred.

• Experience:

  • 1–3 years in a healthcare administrative, medical office, or patient services role.

  • Prior experience in orthotics/prosthetics, rehabilitation, or durable medical equipment (DME) settings preferred.

• Skills:

  • Strong interpersonal and customer service skills.

  • Proficient in EMR systems, scheduling software, and Microsoft Office.

  • Knowledge of medical terminology and insurance processes.

  • Strong organizational skills with attention to detail.

Work Environment

• Clinical orthotics/prosthetics office or rehabilitation setting.

• Predominantly front office/reception work with occasional back-office coordination tasks.