AdaptHealth
Intake Specialist
AdaptHealth is a full‑service home medical equipment provider that empowers patients to live their best life outside the hospital.
Job Summary As an Intake Specialist, you will enter and review referral data, manage patient and payer communications, and ensure compliance with payer guidelines. You will also mentor new hires and lead the intake team.
Essential Functions & Job Responsibilities
Accurately enter referrals within the allotted timeframe and meet productivity and quality standards.
Communicate with referral sources, physicians, and staff to ensure documentation is routed appropriately for signature/completion.
Work with leadership to ensure the appropriate inventory and services are provided.
Communicate with patients regarding financial responsibility, collect payment, and document it in the patient record.
For non‑Medicaid patients, conduct patient communication regarding documentation requirements.
Review medical records for non‑sales‑assisted referrals to ensure compliance standards are met prior to service delivery.
Follow company philosophies and procedures to ensure appropriate shipping methods are used for delivery of service.
Answer phone calls in a timely manner and assist callers.
Demonstrate expert knowledge of payer guidelines and read clinical documentation to determine qualification status and compliance for all equipment and services.
Work with community referral sources to obtain compliant documentation in a timely manner.
Contact patients when documentation does not meet payer guidelines, provide updates, and offer additional options.
Work with the sales team to obtain necessary documentation and support referral source relationships.
Navigate multiple online EMR systems to obtain applicable documentation.
Work with the insurance verification team to ensure all needs are met for both teams to provide accurate information to the patient and ensure payments.
Assume on‑call responsibilities during non‑business hours in accordance with company policy.
Supervise and provide guidance to team members in daily operations and complex case resolution.
Lead team meetings and facilitate training sessions for staff development.
Monitor team performance metrics and productivity standards, providing feedback and coaching as needed.
Serve as the primary escalation point for difficult customer issues and complex regulatory compliance questions.
Develop and implement process improvements and workflow optimization strategies.
Coordinate with management on staffing needs, scheduling, and resource allocation.
Conduct new employee onboarding and ongoing training programs.
Maintain advanced expertise in Medicare guidelines, payer policies, and regulatory changes to guide team decisions.
Prepare reports and analysis on team performance, trends, and operational metrics for management review.
Maintain patient confidentiality and function within HIPAA guidelines.
Complete assigned compliance training and other education programs as required.
Maintain compliance with AdaptHealth's Compliance Program.
Perform other related duties as assigned.
Competency, Skills & Abilities
Appropriately interact with patients, referral sources, and staff.
Decision‑making skills.
Analytical and problem‑solving skills with attention to detail.
Strong verbal and written communication.
Excellent customer service and telephone service skills.
Proficient computer skills and knowledge of Microsoft Office.
Ability to prioritize and manage multiple tasks.
Apply common sense understanding to carry out instructions in written, oral, or diagram form.
Work independently and follow detailed directives.
Learn new technologies quickly and understand flow of data through systems.
Education & Experience Requirements High school diploma or equivalent required.
Associate’s degree in healthcare administration, business administration, or a related field preferred.
Relevant experience in health‑care administration, financial services, insurance customer service, claims, billing, call center, or management is required.
Position Levels:
Entry: 1 year of work‑related experience.
Senior: 1 year of work‑related experience + 2 years of exact job experience.
Lead: 1 year of work‑related experience + 4 years of exact job experience.
Physical Demands & Work Environment
Extended sitting at a computer workstation with repetitive keyboard use; occasional standing, bending, and lifting to 10 pounds.
Professional office setting with variable stress levels during authorization deadlines, appeals processes, and urgent patient authorization needs.
Proficiency with computers, office equipment, payer portal systems, and healthcare software applications.
Sustained concentration, diligence, and ability to manage confidential patient and insurance information with discretion.
Professional verbal and written communication skills for payer interactions and healthcare provider coordination at all organizational levels.
Independent work with minimal supervision; availability for extended hours when required.
Mental alertness to perform essential functions of the position.
Seniority Level Entry level
Employment Type Full‑time
Job Function Other
Industry Hospitals and Health Care
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Job Summary As an Intake Specialist, you will enter and review referral data, manage patient and payer communications, and ensure compliance with payer guidelines. You will also mentor new hires and lead the intake team.
Essential Functions & Job Responsibilities
Accurately enter referrals within the allotted timeframe and meet productivity and quality standards.
Communicate with referral sources, physicians, and staff to ensure documentation is routed appropriately for signature/completion.
Work with leadership to ensure the appropriate inventory and services are provided.
Communicate with patients regarding financial responsibility, collect payment, and document it in the patient record.
For non‑Medicaid patients, conduct patient communication regarding documentation requirements.
Review medical records for non‑sales‑assisted referrals to ensure compliance standards are met prior to service delivery.
Follow company philosophies and procedures to ensure appropriate shipping methods are used for delivery of service.
Answer phone calls in a timely manner and assist callers.
Demonstrate expert knowledge of payer guidelines and read clinical documentation to determine qualification status and compliance for all equipment and services.
Work with community referral sources to obtain compliant documentation in a timely manner.
Contact patients when documentation does not meet payer guidelines, provide updates, and offer additional options.
Work with the sales team to obtain necessary documentation and support referral source relationships.
Navigate multiple online EMR systems to obtain applicable documentation.
Work with the insurance verification team to ensure all needs are met for both teams to provide accurate information to the patient and ensure payments.
Assume on‑call responsibilities during non‑business hours in accordance with company policy.
Supervise and provide guidance to team members in daily operations and complex case resolution.
Lead team meetings and facilitate training sessions for staff development.
Monitor team performance metrics and productivity standards, providing feedback and coaching as needed.
Serve as the primary escalation point for difficult customer issues and complex regulatory compliance questions.
Develop and implement process improvements and workflow optimization strategies.
Coordinate with management on staffing needs, scheduling, and resource allocation.
Conduct new employee onboarding and ongoing training programs.
Maintain advanced expertise in Medicare guidelines, payer policies, and regulatory changes to guide team decisions.
Prepare reports and analysis on team performance, trends, and operational metrics for management review.
Maintain patient confidentiality and function within HIPAA guidelines.
Complete assigned compliance training and other education programs as required.
Maintain compliance with AdaptHealth's Compliance Program.
Perform other related duties as assigned.
Competency, Skills & Abilities
Appropriately interact with patients, referral sources, and staff.
Decision‑making skills.
Analytical and problem‑solving skills with attention to detail.
Strong verbal and written communication.
Excellent customer service and telephone service skills.
Proficient computer skills and knowledge of Microsoft Office.
Ability to prioritize and manage multiple tasks.
Apply common sense understanding to carry out instructions in written, oral, or diagram form.
Work independently and follow detailed directives.
Learn new technologies quickly and understand flow of data through systems.
Education & Experience Requirements High school diploma or equivalent required.
Associate’s degree in healthcare administration, business administration, or a related field preferred.
Relevant experience in health‑care administration, financial services, insurance customer service, claims, billing, call center, or management is required.
Position Levels:
Entry: 1 year of work‑related experience.
Senior: 1 year of work‑related experience + 2 years of exact job experience.
Lead: 1 year of work‑related experience + 4 years of exact job experience.
Physical Demands & Work Environment
Extended sitting at a computer workstation with repetitive keyboard use; occasional standing, bending, and lifting to 10 pounds.
Professional office setting with variable stress levels during authorization deadlines, appeals processes, and urgent patient authorization needs.
Proficiency with computers, office equipment, payer portal systems, and healthcare software applications.
Sustained concentration, diligence, and ability to manage confidential patient and insurance information with discretion.
Professional verbal and written communication skills for payer interactions and healthcare provider coordination at all organizational levels.
Independent work with minimal supervision; availability for extended hours when required.
Mental alertness to perform essential functions of the position.
Seniority Level Entry level
Employment Type Full‑time
Job Function Other
Industry Hospitals and Health Care
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