Intake Specialist

Description

Intake Specialist – Epic Pain Management

San Antonio, TX | Full-Time | Monday–Friday, 8:00 AM–5:00 PM

Position Description

Epic Pain Management is seeking a dependable, highly organized, and detail-oriented Intake Specialist to join our growing team in San Antonio, TX.

The ideal candidate has excellent communication skills, strong attention to detail, and the ability to manage multiple responsibilities in a fast-paced medical office environment. Previous experience in medical intake, patient scheduling, referral coordination, or healthcare administration is preferred.

The Intake Specialist plays an essential role in ensuring a smooth and efficient patient experience by managing incoming referrals, coordinating new patient appointments, maintaining accurate patient information, and communicating effectively with patients, providers, and internal departments.

Why Join Epic?

At Epic Pain Management, every patient interaction matters. As an Intake Specialist, you will be part of a collaborative healthcare team dedicated to providing compassionate, efficient, and high-quality patient care.

We value professionalism, teamwork, accountability, and individuals who take pride in delivering exceptional service while supporting the daily operations of our growing organization.

Benefits Include:

• Paid Time Off (PTO) and paid holidays in accordance with company policy
• 401(k) retirement plan with a 4% employer match
• Medical insurance with 80% employer-paid coverage for eligible employees
• Dental and vision insurance options
• Family coverage options
• Pet insurance, legal insurance, and identity theft protection
• Travel insurance and employee discount programs
• Opportunities for professional growth and development
• Supportive and team-oriented work environment

About the Role

The Intake Specialist is responsible for coordinating the new patient intake process from the initial referral through appointment scheduling. This position requires strong organizational skills, accuracy, effective communication, and the ability to maintain confidentiality while handling sensitive patient information.

The successful candidate must be comfortable managing a high volume of incoming calls, referrals, and administrative tasks while ensuring that patients receive timely assistance and professional service.

Key Responsibilities

Patient Intake & Referral Management

• Receive, review, and process incoming new patient referrals in a timely and accurate manner.
• Verify patient demographics, referral information, and required medical documentation for completeness.
• Identify missing referral documentation and coordinate with referring providers to obtain necessary information.
• Enter and update patient information accurately within the electronic health record (EHR) system.
• Monitor pending referrals and follow up to prevent unnecessary delays in patient scheduling.
• Ensure referrals are processed according to established departmental procedures.

Patient Communication & Scheduling

• Answer incoming telephone calls, return voicemails, and respond to patient inquiries professionally and courteously.
• Schedule and confirm new patient appointments based on provider availability and clinic scheduling guidelines.
• Communicate appointment details, required documentation, and preparation instructions to patients.
• Assist patients with questions regarding the intake process, scheduling, and general clinic procedures.
• Coordinate with clinical and administrative teams to ensure an efficient transition from referral to patient care.
• Maintain a professional, compassionate, and patient-focused approach during all interactions.

Documentation & Administrative Support

• Maintain accurate, complete, and timely patient records in Athenahealth.
• Review patient charts and ensure required information is documented before scheduled appointments.
• Assist with obtaining and processing medical records and supporting documentation.
• Communicate with referring physician offices, patients, and internal departments regarding referral and scheduling updates.
• Track pending intake items and follow up on outstanding documentation.
• Maintain organized electronic records and ensure compliance with departmental workflows.
• Support additional administrative responsibilities as assigned by management.

Compliance & Team Collaboration

• Maintain strict patient confidentiality and comply with HIPAA regulations.
• Follow established company policies, procedures, and patient communication standards.
• Collaborate with providers, clinical staff, scheduling teams, and administrative personnel.
• Demonstrate professionalism, accountability, and attention to detail.
• Meet departmental productivity, accuracy, and service expectations.
• Assist with workflow improvements to enhance patient satisfaction and operational efficiency.

Requirements

 Qualifications & Requirements

• High school diploma or GED required.
• Previous experience in medical office administration, patient intake, referral coordination, or healthcare scheduling preferred.
• Familiarity with electronic health record (EHR) systems; Athenahealth experience is a plus.
• Knowledge of medical terminology, patient registration, and referral processes preferred.
• Strong verbal and written communication skills.
• Excellent organizational skills with the ability to prioritize multiple tasks.
• Ability to manage a high volume of calls and referrals in a fast-paced environment.
• Strong computer proficiency, data entry accuracy, and attention to detail.
• Ability to work independently while contributing to a team-oriented environment.
• Understanding of HIPAA regulations and patient confidentiality requirements.
• Dependable, punctual, and committed to maintaining a professional work environment.
• Strong problem-solving skills and a patient-focused attitude.