Intake Coordinator

The Intake Coordinator is responsible for coordinating and processing incoming patient referrals to ensure timely and accurate handling of patient information and documentation. This role works closely with pharmacists, clinical sales specialists, physicians, nurses, case managers, patients, and their families to facilitate a smooth intake process.

Under the direction of the Pharmacy Supervisor / Intake Team Lead, the Intake Coordinator helps ensure efficient referral processing and contributes to overall patient and customer satisfaction.

Key Responsibilities:

• Receive and review patient referrals, including insurance information, prescriptions, Statements of Medical Necessity, and supporting clinical documentation.
• Gather missing information and documentation needed for referral processing and authorization.
• Track and manage incoming documents using DocuTrack and enter patient information into Premier View.
• Coordinate with physicians' offices and clinical staff to request prescriptions and additional documentation as needed.
• Monitor insurance and formulary requirements and assist with referral follow-ups.
• Contact patients or their families to provide updates when new referrals are delayed for 72 hours or more.
• Forward completed referral information to the appropriate Case Manager for further processing.
• Maintain accurate and updated patient records, system notes, and tracking logs.
• Notify relevant parties and update referral status when services cannot be provided due to insurance or contracting limitations.
• Work closely with Sales / Clinical staff and Case Managers to communicate referral updates.
• Conduct initial contact with Durable Medical Equipment (DME) patients.
• Perform other related duties as assigned.

• High school graduate or equivalent.
• At least one year of experience in a similar role is preferred.
• Strong verbal and written communication skills.
• Basic knowledge of office operations and administrative processes.
• Ability to multitask, prioritize tasks, and work under pressure in a fast-paced environment.
• Professional communication and interpersonal skills when dealing with patients and business partners.
• Knowledge of HIPAA regulations and the importance of maintaining patient confidentiality.
• Ability to perform the essential duties of the position while maintaining a safe working environment.