Intake Coordinator

• Serve as the first point of contact for patients and create a welcoming introduction to care
• Answer patient questions and educate patients about treatments, programs, and next steps
• Schedule appointments across multiple clinics and providers
• Verify insurance eligibility and explain coverage and financial considerations
• Provide appointment preparation instructions, consent information, and clinic orientation
• Manage referrals, care transitions, and follow-up communications
• Respond to patient inquiries by phone, email, and voicemail
• Maintain accurate and complete patient data in EMR and CRM systems
• Coordinate with clinic providers, administrative staff, and TCC teammates
• Participate in team meetings, daily huddles, and required trainings
• Support referral processing, document management, billing accuracy, authorization, payment, and documentation procedures
• Identify workflow opportunities and participate in process improvement initiatives
• Minimize appointment gaps through proactive schedule coordination
• Maintain patient health and financial information confidentiality in compliance with HIPAA

• Manage the case assignment process for the YSP Unit
• Monitor YSP case availability, referrals, waitlist and overall case flow from initial referral through closure
• Resolve Synergy IT issues and support tracking in Synergy and other databases
• Communicate with referral sources and identify youth needs relevant to case assignment
• Send referrals to supervisors with team vacancies
• Provide reports and recommend solutions to improve case assignment efficiency
• Support recruitment, candidate screening, onboarding, job fairs and recruitment events
• Provide administrative support to the Youth Support Partner Unit under the Office Manager’s direction
• Maintain office coverage, confidentiality, tracking charts, databases, spreadsheets, files, contact lists and organizational charts
• Pull data from databases and online survey systems for grants, projects and programs
• Help prepare reports for funders and administrators
• Attend weekly meetings, prepare correspondence, take notes and distribute materials
• Manage Outlook calendars and meeting requests
• Coordinate office supplies, conference rooms, mail, meetings, training materials, events and celebrations
• Order transportation, food and gift cards for youth activities
• Prepare routine emails, letters, memos, agendas and minutes
• Provide backup support to the Office Manager, including purchase approvals, food orders, conference plans, travel arrangements, youth events, supplies and building-related needs
• Assist with social media posting
• Perform additional duties as required

YSP Intake Coordinator

• Respond to provider requests telephonically and electronically for preauthorization of inpatient admissions and outpatient services and procedures
• Verify benefits, eligibility, and provider network status
• Promote and maintain a positive company image through telephonic and electronic contact with internal and external customers
• Meet staff and unit performance targets and departmental productivity goals
• Receive member clinical data, enter relevant case information, and follow departmental processes to authorize services
• Forward cases and clinical data to the appropriate Utilization Review team when approval is not allowed by process
• Manage authorizations to minimize healthcare disruption, standardize decision timeliness, and accommodate provider/member needs
• Manage verbal notifications and written materials in compliance with regulatory and operational guidelines
• Maintain knowledge of lines of business, laws and regulations, data exchange code sets, medical terminology, computer systems, Care Management and URAC policies and procedures
• Complete special assignments and projects requested by management
• Comply with laws and regulations associated with job duties
• Perform other job-related duties within the scope of responsibilities

• Provide admissions office support for the facility
• Manage referral, intake, verification, pre-certification, and admissions processes
• Perform other related duties as assigned

Intake Coordinator – Full Time Weekends (Fri, Sat, Sun)

• Answer inbound customer calls professionally and promptly
• Build rapport and establish trust with prospective customers
• Gather customer information and accurately document details within company systems
• Qualify incoming leads based on established criteria
• Schedule appointments and coordinate customer requests
• Respond to customer questions regarding services, processes, and next steps
• Maintain accurate records within CRM and scheduling systems
• Follow up with customers as needed to ensure a positive experience
• Support lead management and customer communication initiatives
• Collaborate with sales, operations, and administrative teams
• Assist with overflow call volume and special projects as assigned

• Serve as the first point of contact for families seeking ABA therapy services
• Manage 75–100+ inbound and outbound calls daily
• Explain programs and guide families through the intake process
• Follow up to collect insurance information, documentation, and consents
• Track progress in Salesforce and other systems
• Meet and exceed goals for responsiveness, conversion, and completion
• Collaborate with internal teams to ensure a smooth, welcoming onboarding experience

Intake and Assessment Coordinator

• Receive incoming authorization requests from providers via fax, portal, and telephone
• Create events or transactions by lines of business for utilization management teams to review and decide requests
• Contact provider offices for additional clinical information
• Research member eligibility and primary care selection
• Document and maintain telephone calls, admissions, referrals, messages, forms, and logs
• Work with providers and members to resolve complex and urgent issues
• Involve appropriate personnel and departments across the organization
• Enter authorization requests for inpatient stays and outpatient requests into information systems
• Represent Medical Management in system user groups and other health data system organizations
• Attend organization-wide and department staff meetings
• Maintain professional growth through self-directed learning and professional, civic, and community organizations
• Perform other duties assigned by Intake and Outreach Coordination leadership

• Respond to referrals for Developmental Services Case Management eligibility for adults with intellectual disabilities and/or autism
• Meet with individuals, families, case managers and other stakeholders during intake to assess client needs and gather information for eligibility determinations
• Enter intake and eligibility information into the OADS Evergreen database by required deadlines
• Complete outreach and education on the intake and eligibility process in school settings
• Provide state case management for a limited number of cases
• Maintain accurate referral reports and submit them to the supervisor in a timely manner
• Gather and document all pertinent facts for eligibility determinations
• Meet with department transition specialists to review individual cases
• Determine when to notify and consult with the Casework Supervisor and others
• Assess crisis situations and emergency intervention needs, notifying supervisory staff when necessary
• Present the role of intake and eligibility to the public in group settings, transition fairs and meetings

• Conduct intake assessments and identify service needs
• Coordinate referrals and next steps using professional judgment and established processes
• Communicate with individuals, families, referral sources, and team members by phone, text, email, and Microsoft Teams
• Assess and triage crisis calls as urgent, emergent, or routine and refer accordingly
• Schedule individuals with clinicians based on specialized skills, credentialing, and individual needs
• Refer individuals to appropriate community providers when Boundless services are unavailable
• Process inbound and outbound calls, voicemails, emails, texts, telehealth video chats, online chats, EHR assignments, website forms, and faxes
• Manage agency, service, and program workflows within access to care and initiate process improvements
• Maintain excellent customer service and interpersonal relationships
• Keep current with Ohio Department of Education, Ohio Department of Mental Health, CARF, CQL, and ODJFS rules and regulations affecting enrollment
• Assist with program enrollment statuses in the EHR
• Arrange translation services as needed
• Schedule diagnostic assessments, psychological testing, psychiatric evaluations, ABLLS, and educational assessments
• Coordinate with departments and clinical teams throughout access to care and integrated assessment processes
• Initiate inquiries and prepare documentation and records for new individuals served
• Gather and audit records, including scanning documents, requesting records, and updating demographic and contact information
• Correspond with individuals, parents, guardians, and collateral contacts regarding service-delivery information
• Gather financial-responsibility information and coordinate insurance and Medicaid information with the Billing Department
• Assist with Autism Scholarship Program information
• Maintain timely responses and clear EHR documentation throughout the access-to-care process
• Attend team and individual supervision meetings as requested
• Manage time effectively across in-office and remote work settings
• Perform other duties as assigned

Join the dynamic journey at Vynca, where we're passionate about transforming care for individuals with complex needs.

We’re more than just a team; we're a close-knit community. Our shared commitment to caring for each other and those we serve is what sets us apart. Guided by our unwavering core values: Excellence, Compassion, Curiosity, and Integrity, we forge paths of success together. Join us in this transformative movement where you can contribute to making a profound difference every day.

At Vynca, our mission is to provide comprehensive care for more quality days at home.



About the job
The person in this role will be highly motivated to assist the ECM Sales/Marketing and Clinical Outreach Specialists teams to organize and enroll patients in our programs. As part of a growing organization, this individual will help to facilitate the patient enrollment process by establishing positive relationships with the teams and the patients and families we serve. This individual may be asked to assist in direct outreach efforts, reaching out to potential clients to educate about our offerings and facilitate their enrollment. The ideal candidate is personable and professional in phone interactions, adept at reviewing and understanding medical charts and has a customer centric approach. The ideal candidate has effective communication, organization, technology, and relationship building skills. Prior experience within healthcare settings is preferred.



This position is a 1099 contract assignment with the possibility of conversion to full-time employment. At this time we are only considering applicants in the following states: Arizona, California, Colorado, Florida, Georgia, Illinois, Nevada, North Carolina, Oregon, Texas, Utah, and Washington.



What you’ll do

 - Facilitates intake, admission, and can assist with outreaching if needed, for incoming patients.

 - Provides accurate and ongoing assessment of patient’s status in the admission.

 - Provides administrative computer support by maintaining databases, logs, and census sheets; updates and maintains resource/contact lists, schedules and other department specific information sheets.

 - Completes insurance eligibility checks and assigns clients to the Clinical Outreach Specialist.

 - Works cross-functionally with sales, outreach, care delivery and RCM to facilitate the enrollment workflow.

 - Maintains all the documentation involved with the enrollment process by recording all interactions in an operating system.

 - Participate in all staff, census and other meetings.

 - Weekly meetings with the Outreach Team, and others.

 - Meet or exceed established departmental KPIs

 - Assumes other duties in support of organizational needs.

 - Answer incoming calls and emails



Your experience and qualifications

 - Minimum of 2 years of previous intake or admission experience in a high call volume environment.

 - CMA/CCMA certificate issued by a recognized group.

 - Prior experience in a remote role is important. You must have a quiet, secure workspace to ensure member privacy.

 - 2+ years of experience in palliative care, home health, hospice, and/or hospital discharge planning or case management, highly preferred.

 - 2+ years of experience working within or directly with one or more of the large safety net hospitals in the region, preferred.

 - Willing and able to work Monday-Friday 8:30am-5:00pm Pacific Time, with the possibility of evenings and weekends.

 - Strong understanding of cultural competency with the target population.

 - Medical or business office education or training desired.

 - Excellent oral and written communication skills required.

 - Must have general computer skills and a working knowledge of the internet and the ability to independently learn and use Google Suite and Salesforce.

 - Training as or alongside social workers, nurses, medical assistants, chaplains, medical scribes, or other educational or work experiences that have led to or demonstrate fluency in clinical language and settings.

 - Project development skills and ability to work independently.

 - Bilingual (English/Spanish), highly preferred.


ADDITIONAL INFORMATION

 - The hiring process for this role may consist of applying, followed by a phone screen, online assessment(s), interview(s), an offer, and background/reference checks.

 - Background Screening: A background check, which may include a drug test or other health screenings depending on the role, will be required prior to employment.

 - Job Description Scope: This job description is not exhaustive and may include additional activities, duties, and responsibilities not listed herein.

 - Vaccination Requirement: Employees in patient, client, or customer-facing roles must be vaccinated against influenza. Requests for religious or medical accommodations will be considered but may not always be approved.

 - Employment Eligibility: Compliance with federal law requires identity and work eligibility verification using E-Verify upon hire.

 - Equal Opportunity Employer: At Vynca Inc., we embrace diversity and are committed to fostering an inclusive workplace. We value all applicants regardless of race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other protected group under federal, state, or local law.

 - Environmental Conditions and Physical Requirements: Works with Vynca patients/clients remotely and/or in-person. Successfully performs the essential duties and responsibilities of the position through the use of physical activities as described below:
   
   - Regularly requires sitting, standing, walking, talking, use of hands, listening, and observing.
   
   - Regularly requires working at a computer for an entire shift (with appropriate breaks).
   
   - Regularly requires use of laptop and video-conferencing technology.
   
   - Occasionally requires reaching, stooping, bending, kneeling, and lifting items weighing 25 pounds or less.
   
   - Occasional travel may be required to perform job duties, attend training, or company events.

Intake Coordinator jobs in United States