Intake Coordinator

The Intake Specialist plays a critical role as the first point of contact for patients, caregivers, and healthcare providers. This role is responsible for efficiently processing incoming orders for durable medical equipment, gathering and verifying client information, coordinating with internal teams and ensuring compliance with insurance and regulatory requirements.

By combining strong customer service skills with accurate documentation and workflow management, the Intake Specialist ensures timely service delivery, operational efficiency, and an excellent client experience.

Key Responsibilities

Order Processing & Intake

• Receive and process incoming orders for durable medical equipment via phone, fax, and email.
• Collect, review, and verify patient/client information, prescriptions, insurance details, and supporting documentation.
• Accurately enter order and intake details into the company's order management or client management system (e.g., Brightree/EHR). Customer & Client Interaction
• Serve as the primary contact for new patient inquiries, providing clear, professional, and courteous communication.
• Educate clients and caregivers on available products, insurance coverage, service procedures, and next steps.
• Address and resolve inquiries or concern in a timely manner while maintaining a positive client experience. Documentation & Compliance
• Ensure all required documentation is complete, accurate, and compliant with company policies, insurance requirements, and applicable regulations (e.g., HIP AA).
• Maintain confidential records of patient and client information.
• Support audits and compliance reviews by ensuring documentation accuracy. Collaboration & Coordination
• Work closely with warehouse and delivery teams to coordinate timely equipment delivery and setup.
• Partner with healthcare providers to clarify orders, request missing documentation, and maintain seamless communication.
• Coordinate with internal departments to schedule assessments, appointments, or follow up activities as needed. Process Improvement
• Assist in developing, refining, and improving intake and order workflows to enhance efficiency and client satisfaction.
• Identify and escalate barriers or issues that may impact service delivery.

Qualifications

Minimum Requirements

• High school diploma, equivalent or related experience.
• Proven experience in customer service or client-facing roles, ideally in healthcare, durable medical equipment, or social services.
• Strong communication and interpersonal skills.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office and order/client management systems (Brightree experience required).
• Understanding medical terminology and insurance processes. Preferred
• Experience with electronic health records (EHR) or intake management software.
• Knowledge of HIP AA and other relevant privacy regulations.
• Background in healthcare administration, medical office support, or social services.
• Multilingual communication skills.
• Certification in medical office administration or related fields. Skills
• Communication: Ability to interact clearly and professionally with patients, providers, and internal teams.
• Organization: Skilled at managing multiple tasks, client information, and intake workflows.
• Problem-Solving: Ability to identify and resolve intake or order issues quickly.
• Technical: Proficiency with Brightree, EHR systems, and office software.
• Compliance: Knowledge of privacy standards and insurance guidelines to ensure secure and accurate information handling.

Benefits

401(k) Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance Background S creening Notice: This position requires a Level 2 background screening through the Florida Agency for Health Care Administration (AHCA). Applicants may review screening requirements by visiting: https://info.

flclearinghouse.com Monday thru Friday 8:30AM- 5:00PM