Intake Scheduling Specialist

Infinit-O is the trusted, customer-centric, and sustainable leader in Business Process Optimization. We empower finance and healthcare organizations to thrive in a digital-first world by combining specialized industry expertise and innovative technology for 20 years.

We navigate complex industry landscapes to drive transformative outcomes, helping businesses streamline operations, enhance customer experience, and achieve sustainable growth backed by a world-class Net Promoter Score of 75. Our approach combines operational efficiency with a human-centered ethos, ensuring sustainable value creation for our clients and team members.

As a Certified B Corporation, Infinit-O is committed to the highest standards of social and environmental performance, accountability, and transparency. We embed these values into every aspect of our operations—aligning business success with a positive impact on our clients, people, and communities.

Our commitment to Diversity, Equity, and Inclusion (DEI) is integral to our mission. We believe that building inclusive, equitable teams is not only the right thing to do—it is also essential for driving innovation and better business outcomes. We actively promote equal opportunity through inclusive hiring practices, continuous learning programs, and regular equity assessments to ensure a fair and empowering workplace for all.

Key Responsibilities:

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The RCM Intake Specialist is responsible for ensuring the accuracy and financial viability of all scheduled client appointments. This role performs a critical daily audit of online intake submissions, meticulously verifying patient-provider matches against financial, clinical, and administrative requirements. The specialist's primary function is to maintain data integrity in the Electronic Health Record (EHR) and flag all high-risk mismatches to prevent revenue loss and poor client experience.

Essential Duties and Responsibilities

1. Daily Data Extraction and Audit Initiation:

2. Access the appropriate reporting dashboard (Power BI Dashboard) to filter, isolate, and export all new self-scheduled patient submissions

3. Integrate exported data into the main audit tracker and prepare the file for review

4. Patient Profile Vetting (EHR Systems):

5. Access patient accounts in the EHR system (AdvancedMD) to complete and verify all required profile information

6. Accurately input and update patient demographic and insurance details based on provided documentation

7. Financial and Network Verification:

8. Insurance Compliance: Utilize network tools (Insurance Navigator) to confirm that the scheduled provider is In-Network (INN) with the patient's insurance carrier

9. Financial Classification: Determine and set the patient's correct Financial Class (Commercial, Self-Pay, or Medicare) in the EHR
10. Benefit Check: Run a Benefit Eligibility Check to confirm coverage

11. Match and Compliance Audits:

12. Systematically compare the patient's needs and characteristics (e.g. clinical specialty required) against the provider's acceptance criteria (e.g. range, specialties listed)

13. Verify crucial administrative details, such as the correct designation of the Responsible Party (Self for adults, Parent/Guardian for minors)

14. Final Action and Documentation:

15. Process required administrative steps, including sending the Patient Portal Invite and all mandatory Intake Forms via the EHR

16. Clearly categorize the audit result as "Cancel" (mismatch), "Needs Contact" (missing vital data), or "Good to Go" (compliant)
17. Document a comprehensive Audit Note in the patient's EHR notes for every account reviewed

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• Experience: Minimum 2+ years of operational experience in RCM, Patient Intake, or high-volume administrative data management within a BPO environment.
• System Proficiency: Demonstrated ability to navigate and perform data input and verification within an Electronic Health Record (EHR) system (e.g., AdvancedMD, Epic, Cerner)
• Compliance Knowledge: Strong understanding of U.S. insurance carriers, In-Network (INN) concepts, and the importance of accurate patient demographic data for billing
• Analytical Skills: Proven meticulousness and ability to execute detailed, rule-based workflows, identifying and documenting discrepancies across multiple data sources
• Communication: Strong written communication skills for professional documentation in patient charts and audit logs