Intake Coordinator Job Description and Top Skills

What is an Intake Coordinator?

An Intake Coordinator is responsible for managing the intake process for new patients, coordinating referrals, scheduling appointments, and gathering necessary information to facilitate the provision of healthcare services. They serve as the initial point of contact for patients, caregivers, and healthcare providers, providing information, assistance, and support to ensure a positive and efficient intake experience.

Intake Coordinator Job Description

Are you highly organized, detail-oriented, and passionate about providing exceptional customer service in a healthcare environment? We are currently seeking dedicated individuals to join our team as Intake Coordinators. As integral members of our healthcare facility, successful candidates will play a vital role in managing the intake process for new patients, ensuring seamless transitions into our care system, and facilitating access to essential healthcare services.

As an Intake Coordinator, you will have the opportunity to make a meaningful impact on patient care by ensuring timely access to healthcare services, addressing patient needs and concerns, and coordinating care transitions between different departments and providers.

The ideal candidate will possess strong organizational skills, excellent communication abilities, and a customer-focused mindset, with the ability to thrive in a fast-paced, patient-centered environment.

What Does an Intake Coordinator Do?

Patient Intake and Registration:

Manage the intake process for new patients, including registration, verification of demographic and insurance information, and completion of required paperwork, ensuring accuracy, completeness, and compliance with regulatory requirements.

Referral Coordination:

Coordinate patient referrals from healthcare providers, insurance companies, and other sources, obtaining necessary authorizations, scheduling appointments, and communicating referral information to patients and providers.

Appointment Scheduling:

Schedule patient appointments, consultations, and follow-up visits, coordinating schedules with patients, caregivers, healthcare providers, and other departments to optimize clinic workflow and patient access to care.

Insurance Verification and Authorization:

Verify insurance coverage, benefits, and eligibility for patients, obtain pre-authorizations for medical services and procedures, and communicate with insurance companies to ensure timely approval and reimbursement.

Medical Records Management:

Maintain electronic and paper medical records, ensuring confidentiality, accuracy, and accessibility, and retrieving patient records as needed for appointments, referrals, and medical inquiries.

Telephone and Email Communication:

Manage incoming calls and emails, triaging inquiries, scheduling appointments, and providing information and assistance to patients, caregivers, and healthcare providers in a professional and courteous manner.

Patient Education and Support:

Provide patients and caregivers with information about clinic services, appointment instructions, and resources, answering questions, addressing concerns, and providing support to promote patient satisfaction and engagement.

Care Coordination and Collaboration:

Collaborate with healthcare providers, care teams, and external stakeholders to coordinate patient care, referrals, and transitions between different levels of care, ensuring continuity of care and effective communication.

Quality Assurance and Compliance:

Ensure compliance with clinic policies, procedures, and regulatory requirements (HIPAA, CMS), participate in quality improvement initiatives, audits, and training programs, and maintain high standards of patient care and safety.

How Much Do Intake Coordinators Make?

The median annual salary for Intake Coordinators in the United States is $62,536.

Skill Requirements

Organizational Skills: Intake Coordinators must possess strong organizational skills to manage multiple tasks, appointments, and deadlines effectively, prioritize workload, and maintain accurate and orderly records and schedules.
Communication Skills: Intake Coordinators should have excellent verbal and written communication skills to interact with patients, caregivers, healthcare providers, colleagues, and external stakeholders, conveying information clearly, empathetically, and professionally.
Customer Service Skills: Intake Coordinators should have strong customer service skills to provide courteous and compassionate assistance to patients and caregivers, address their inquiries and concerns, and ensure a positive and welcoming experience during the intake process.
Attention to Detail: Intake Coordinators must demonstrate attention to detail in verifying patient information, documenting medical records, and processing paperwork accurately, ensuring data integrity and compliance with regulatory requirements.
Computer Proficiency: Intake Coordinators should be proficient in using computer applications and office productivity software (e.g., EMR systems, Microsoft Office) to input, retrieve, and manage patient information, schedules, and correspondence efficiently.

Example KPIs for an Intake Coordinator

Patient Intake Completion Rate: This KPI measures the percentage of completed patient intake processes, tracking the number of new patients registered and scheduled for appointments, and identifying bottlenecks and barriers to completion.
Referral Turnaround Time: This KPI evaluates the time taken to process patient referrals from receipt to scheduling appointments, monitoring referral turnaround times and implementing strategies to expedite the referral process and reduce wait times.
Appointment Wait Time: This KPI measures the average wait time for patients between referral receipt and appointment scheduling, tracking appointment wait times and implementing measures to minimize patient wait times and optimize clinic efficiency.
Patient Satisfaction Score: This KPI assesses patient satisfaction with the intake process and customer service, gathering feedback through surveys or feedback forms, and identifying areas for improvement in patient communication, support, and engagement.

How Can Glider AI Help You with Hiring an Intake Coordinator?

Glider’s recruitment platform is designed to streamline the hiring process for Intake Coordinators by leveraging AI-driven assessments and analytics. Utilize Glider AI Skill Intelligence™ to identify top-quality candidates, assess organizational and communication skills, and ensure a seamless, candidate-centric experience.