
Intake Coordinator
1 day ago
Intake Coordinator
Job Overview:We are seeking a skilled Intake Coordinator to serve as the first point of contact for patients. As a key member of our team, you will provide exceptional customer service while managing intake phone calls and ensuring seamless communication between patients and medical staff.
Key Responsibilities:Initial Patient Contact: Provide warm welcomes, manage urgent or stressful situations, and collect initial information with empathy and efficiency.
Patient Information Gathering: Obtain and record detailed client information, including personal details, location, and a summary of symptoms or chief complaints. Ensure accurate information for the medical team by actively listening and asking clarifying questions.
Appointment Scheduling: Quickly assess patient needs and schedule same-day or urgent appointments accordingly. Coordinate appointment times by matching patient availability with on-call doctor schedules. Input all details into the scheduling system (EMR or CRM) with high accuracy.
Doctor Coordination: Determine and assign the appropriate doctor for each case based on patient symptoms, location, and timing. Use internal rostering and location mapping to identify the best-suited doctor for home visits or remote consultations. Communicate promptly with doctors to confirm their availability and provide necessary patient details.
Communication & Follow-Up: Send confirmation details and informative follow-ups to patients and doctors. This includes emailing appointment confirmations, service overviews, and links for prepaid payments or telehealth sessions. Ensure patients know what to expect and that doctors have the required information.
Post-Appointment Follow-Up: Reach out to patients to confirm their issue was addressed and they are satisfied with the service. Likewise, follow up with doctors to verify the visit was completed successfully. Document any outcomes or feedback and address additional patient needs or questions that arise post-visit.
Issue Resolution & Troubleshooting: Proactively manage and resolve logistical issues during the intake or appointment process. Handle scheduling conflicts or delays, resolve missed connections between patient and doctor, and troubleshoot technical difficulties such as telehealth link problems or payment processing issues.
Shift Handover: Collaborate closely with other intake specialists during shift overlaps to ensure a smooth handoff of in-progress cases. Provide clear updates on pending appointments, patient situations, or issues to watch, so the next team member is fully briefed.
Administrative Tasks: Maintain organized records of all interactions in the system. Update patient profiles with relevant intake notes, ensure payment links and transactions are logged, and flag incidents or special cases for management review.
As an Intake Coordinator, you will be part of a dynamic team that prioritizes patient care and satisfaction. Our organization fosters a culture of empathy, respect, and continuous learning. You will have opportunities to grow professionally and develop your skills in a supportive environment.
Requirements:To succeed in this role, you should possess excellent communication and interpersonal skills, with the ability to work effectively in a fast-paced environment. Strong organizational and time-management skills are essential, along with proficiency in data entry and basic computer software. A background in healthcare or customer service is desirable but not necessary. What matters most is your passion for delivering exceptional patient experiences and commitment to teamwork.
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