MemoryWorkx Intake Coordinator

Description

 The MemoryWorkx Intake Coordinator supports the operational continuity of Sage Infusion's Memoryworkx program by managing appointment rescheduling for patients requiring outstanding MRI clearance, maintaining the neurology referral contact directory, and conducting structured reviews of weekly cancellation and archive reports. This role serves as a critical coordination point between referring neurology practices, internal clinical staff, and patients or caregivers enrolled in Leqembi and Kisunla therapy.

This role may eventually develop into Benefits Investigation and Cost Estimate Training as related to MemoryWorkx patients. Upon completion of training, will support the preparation of individualized cost estimates, incorporating insurance benefit information, Medicare coverage requirements, and applicable co-pay or assistance program details.

• Works under the direction of the Memory Care Coordinator or clinical reviewer during the training period prior to assuming independent cost estimate responsibilities.

Requirements

Key Responsibilities:

MRI Hold Rescheduling

• Identify all Memoryworkx patients flagged with an MRI hold or missing imaging requirement through daily report review.
• Contact patients or designated caregivers to communicate the hold status and coordinate rescheduling once MRI clearance is received and documented.
• Collaborate with the clinical team to confirm MRI results have been reviewed and a provider has cleared the patient to resume infusion prior to booking.
• Document all rescheduling activity and status updates in WeInfuse, including date of outreach, caregiver contact name, and expected MRI completion timeline.
• Escalate unresolved MRI holds exceeding defined thresholds to the Lead Memoryworkx Nurse. 

Neurology Contact List Maintenance

• Own and maintain the neurology referral contact directory, including practice name, ordering physician(s), primary scheduling contact, phone and fax numbers, and preferred communication method via shared Google spreadsheet.
• Update contact records promptly following any changes identified during outreach or provider communications.
• Ensure the contact list is accessible to relevant team members and reviewed for accuracy on a periodic basis.
• Serve as the primary point of outreach to neurology offices when clinical documentation, updated orders, or imaging records are needed to advance a patient's care.

Financial & Benefits Coordination

• Coordinate with the Finance team to support co-pay assistance program enrollment and communicate pricing information for patients with out-of-pocket costs related to MemoryWorkx therapies.
• Support documentation of insurance verification and prior authorization status as needed to prevent delays in MRI clearance or infusion scheduling.
• Serve as a foundational point of exposure to benefits and cost-estimate workflows in preparation for future Benefits Investigation and Cost Estimate Training.

Weekly Report Review

• Review weekly cancellation and archive reports for anti-amyloid therapy patients, categorizing reasons by clinical concern (e.g., ARIA hold, provider stop order, MRI delay, hospice transition) versus operational/administrative cause (e.g., patient-initiated, scheduling conflict, lost to follow-up).
• Flag clinically significant cancellations or archive designations for clinical team review in accordance with established protocols.
• Track rescheduling outcomes for patients identified in prior weeks to ensure no patient is lost to follow-up without documented resolution.

Communication

• Assist Clinical Nurse Coordinators with patient and provider outreach after unsuccessful contact attempts, and determine when Account Executive support is needed. 

Quality & Reliability

• Demonstrate reliability and consistent follow-through on all assigned tasks, ensuring outreach, documentation, and escalations meet program quality standards.
• Communicate clearly and professionally with patients, caregivers, and referring providers, maintaining a warm and helpful tone consistent with Sage Infusion's patient care standards.
• Take initiative in identifying process gaps (e.g., recurring MRI hold delays, neurology contact issues) and bring suggestions to the Director of Intake Services through appropriate channels.

Qualifications/Certifications:

• Preferred: Associate's degree
• Minimum of 2 years of experience in healthcare, preferably in specialty infusion, neurology, or a related clinical coordination setting
• Familiarity with WeInfuse or similar clinical documentation/scheduling platforms preferred
• Working knowledge of insurance verification, benefits, and prior authorization processes
• Comfort with clinical terminology relevant to anti-amyloid therapy (e.g., ARIA holds, MRI clearance protocols) or willingness to build this knowledge quickly
• Strong verbal and written communication skills, particularly for coordinating across neurology practices, clinical staff, and caregivers
• Ability to prioritize competing outreach and documentation tasks while meeting escalation deadlines
• Basic computer proficiency, including Microsoft Office and Google Sheets (for neurology contact list maintenance)
• Preferred: Bilingual Spanish

Background Screening Requirement:This position requires background screening through the Care Provider Background Screening Clearinghouse. For more information, visit: https://info.flclearinghouse.com