What Does an Intake Coordinator Do?

Intake coordinators work in a wide variety of settings. They welcome patients and collect necessary information, including personal, physician, and insurance information. An intake coordinator will also work with the patient to schedule assessments and arrange for future medical treatments.

Entry into a career as an intake coordinator often requires a minimum of an associate’s degree. The degree can be in medical office management, health administration, or a related field. Those interested in becoming an intake coordinator may also decide to receive certification through a professional association representing health care office coordinators or managers. Some may prefer to pursue a bachelor’s degree to help them obtain jobs in management.

Coordinators can work in several different types of offices and environments throughout the medical profession. Hospitals and physicians’ offices offer employment opportunities. Other options include working in mental health facilities and outpatient treatment centers.

Greeting and helping patients are two of the main duties of an intake coordinator. They require a pleasant and outgoing personality to help make patients feel comfortable. Coordinators take care of customers face-to-face and over the phone, so they must exhibit good communication skills and be able to actively listen while gathering the information they need to complete important paperwork.

The information collected usually begins with personal and health-related information. This includes information such as the patient's name, address, and date of birth. Intake employees also have patients complete paperwork such as health questionnaires to gather information the physician will use during the appointment. Other information that is typically collected includes insurance data and prior physician information.

Coordinators utilize computer systems to keep track of patient information. Accurate data entry is essential because it serves as a record of all personal information, patient visits, and billing information. Coordinators will be required to learn software specific to the medical field in order to perform the duties of the position.

Patients often speak with intake coordinators to schedule visits and follow-up appointments. Coordinators will often work with patients to help verify insurance information and provide clarification on coverage related to specific medical treatments and procedures. When necessary, such as when a physician needs to be out of the office unexpectedly, intake employees will call and re-schedule patient appointments.

Following up with patients is another one of the many responsibilities an intake coordinator fulfills on a daily basis. This can include follow-ups related to test results. Other reasons an intake coordinator may follow-up with patients include providing contact information for referrals and confirming medication call-ins and refills.