Intake Coordinator Job Description

Intake coordinators admit new patients or residents into facilities after verifying insurance and completing admissions paperwork. Medical facilities such as hospices, hospitals, rehabilitation centers, and psychiatric care centers most commonly hire intake coordinators. In addition to medical facilities, correctional facilities, non-profit organizations, and other companies which require an intake coordinator hire for this front-desk position.

These professionals work full-time during all shifts, including nights and weekends. They function as part of a team of healthcare professionals and work with little to no supervision. Travel is not required for this job, as intake coordinators primarily work in medical office environments.

 

Intake Coordinator Duties and Responsibilities 

Job duties vary based on industry and the facility where intake coordinators work. Based on our analysis of job postings, there are universal core duties associated with this position:

Conduct Initial Evaluations

Intake coordinators conduct initial evaluations to determine the treatment level needed for each potential patient.

Conduct Admissions

Intake coordinators enter admissions information into the digital system and complete all admission paperwork.

Verify Insurance

Intake coordinators verify insurance for each patient. This may include calling insurance companies to inquire about coverage. They also collect and process co-pays as required by the insurance company.

Answer Incoming Calls

These coordinators answer all incoming calls. This includes responding to questions and explaining the admissions process. In some facilities, intakes of new patients may be fully or partially conducted over the phone.

Schedule Appointments

They also schedule evaluations, meetings, and consultations for patients.

Perform Clerical Work 

Intake coordinators perform various clerical work that includes filing, copying, and faxing.

Manage Charts

Another aspect of this position requires intake coordinators to prepare and maintain patient charts.

 

Intake Coordinator Skills and Qualifications 

Intake coordinators guide patients through the admissions process by filing paperwork, evaluating patient needs, and scheduling appointments. While the exact academic requirements may vary, hiring facilities look for intake coordinators who have these essential skills:

  • Communication – Intake coordinators have excellent verbal communication skills and active listening skills to evaluate patients and assess their care needs
  • Customer Service – They use customer service skills to answer questions and guide patients through the admissions process
  • Data Entry – Because intake coordinators enter information into digital systems and create patient files, data entry skills are a must-have for this job
  • Computer Skills – These professionals work with computer programs to verify insurance coverage, access and fill out digital forms, and maintain digital patient files, all of which require proficient computer skills
  • Time Management – Intake coordinators use excellent time management skills to schedule appointments for patients and manage multiple patients at once

 

Intake Coordinator Education and Training

Education needs for intake coordinators vary by employer. Some facilities require a high school diploma or GED and provide on-the-job training to prospective applicants. Other facilities require intake coordinators to have a master’s degree in behavioral science, psychology, counseling, social work, or a related field of study.

Intake coordinators who are hired on an entry-level basis receive on-the-job training that can span several weeks, depending on the hiring facility. Those who are hired for their educational background and existing qualifications receive far less training that lasts no more than one to two weeks.

 

Intake Coordinator Salary and Outlook 

Intake coordinators, categorized as “Medical Records and Health Information Technicians,” earned a median wage of $39,180 annually and $18.83 hourly in 2017, according to employment data from the Bureau of Labor Statistics. Like intake coordinators, medical records and health information technicians organize and manage health data for patients and maintain patient records on paper and in digital systems. Medical records and health information technicians had over 200,000 jobs in 2016, a number that is projected to grow by 13 percent through 2026. This rate is faster than the national average job growth rate. PayScale data shows that the median hourly income for intake coordinators is $15.58.

Most employers provide intake coordinators with medical insurance coverage that includes vision and dental benefits. Paid vacation leave and sick days are usually included in standard benefits packages for intake coordinators. Many companies also provide retirement options and life insurance coverage in addition to standard benefits.

 

Helpful Resources 

Find job strategies, career tips, opportunities, news updates, and helpful content for intake coordinators using these websites and books for medical and social work professionals:

National Union of Healthcare Workers (NUHW) – Explore various potential workplaces, medical news updates, and content for intake coordinators and other healthcare workers at NUHW.

Clinical Interviewing – Learn how to interview and assess patients with this practical guidebook, which has case examples and tips for making mental status examinations, performing suicide assessments, and using other workplace tools intake coordinators need to know.

Society for Social Work Leadership in Health Care (SSWLHC) – This site is full of content for social workers and medical professionals of all types. News updates, event dates, and industry-specific resources are included.

Primary Care Medicine: Office Evaluation and Management of the Adult Patient – Learn how to screen, evaluate, and manage patients with the helpful techniques in this book. Along with text, this book has tables, photographs, and figures to illustrate important career tips.

American Public Health Association (APHA) – APHA provides medical news and media updates, medical periodicals, relevant article content, webinars, and other public health resources for intake coordinators and healthcare professionals of all kinds.

Insurance Verification & Patient Financial Agreements – Learn how to verify insurance, collect co-pays, and process medical patients using the skills and tips outlined in this guidebook.

 

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