Patient Intake Scheduler

Job Description

• Serve as a key liaison between referring providers, clinical teams, and new patients to ensure timely, accurate, and compassionate coordination of care.

• Manage the full continuum of the new patient referral process, ensuring all referrals are processed efficiently and in alignment with departmental standards.

• Assess patient needs independently to prioritize and triage referrals, ensuring timely access to care based on clinical urgency.

• Actively follow up with referring providers to obtain missing medical records, diagnostic results, and documentation critical to patient onboarding.

• Collect and verify patient demographic, insurance, and referral information to ensure a seamless registration and scheduling experience.

• Accurately create and update patient accounts in the practice management system, maintaining data integrity and readiness for clinical review.

• Conduct insurance eligibility and benefit investigations to support financial transparency and patient preparedness.

• Provide patients with clear, compassionate communication regarding appointment logistics, including time, location, directions, and preparation instructions.

• Facilitate a welcoming onboarding experience by distributing and reviewing new patient paperwork and educational resources.

• Maintain and adjust physician schedules to ensure new patients are appropriately and efficiently scheduled.

• Collaborate closely with clinical and administrative teams to accommodate scheduling needs and rescheduling requests without disrupting care continuity.

• Ensure all patient records are accurately documented and updated in designated systems, supporting informed decision-making across care teams.

• Review and validate the completeness of medical records during the registration process to support clinical readiness.

• Escalate complex or time-sensitive issues to the appropriate department or supervisor to ensure timely resolution and patient satisfaction.

• Uphold all organizational policies, healthcare regulations, and accreditation standards, including HIPAA, in every interaction and process.

• Contribute to a culture of excellence by supporting additional duties as assigned and continuously seeking opportunities to improve the patient experience.

Skills and Requirements

• High School diploma or equivalent required.

• Knowledge of healthcare workflows and referral management best practices.

• Experience with Microsoft Office Products (Outlook, Word, Teams, and Excel) required.

• Proficiency with medical terminology and insurance benefits and eligibility verification.

• Two (2) years patient access and/or referral management experience in healthcare preferred with progressive responsibility or equivalent combination of education and work experience.

• Knowledge of multiple PMS and EHR platforms preferred.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [email protected].