Intake Coordinator in Englewood, New Jersey at Progressive Spine and Orthopaedics LLC

JOB TITLE: Intake Referral Coordinator
EMPLOYER: Progressive Spine & Orthopedics
PAY RANGE: OPM Pay Grade 4 (Hourly)
FLSA STATUS: Non-Exempt

SUMMARY: Facilitates the daily operations of an outpatient clinical practice with a commitment to providing excellent customer service to patients, families, providers, and referral sources. Works closely with the Referral Manager and referral team to ensure all incoming referrals are processed accurately, efficiently, and in a timely manner while maintaining continuity of patient care.

ESSENTIAL RESPONSIBILITIES:

- Review and monitor incoming referral work queues to ensure accurate and timely processing of referrals, insurance verification, and scheduling coordination.
- Receive, review, and process incoming referrals from providers, hospitals, insurance companies, and other healthcare facilities.
- Coordinate patient scheduling for consultations, evaluations, and treatment appointments while ensuring all required documentation is obtained prior to the visit.
- Communicate with patients, provider offices, and insurance carriers regarding referral status, authorizations, eligibility, and appointment details.
- Verify insurance coverage, benefits, and obtain required authorizations and pre-certifications for services.
- Maintain a strong focus on patient/customer satisfaction by acting as a liaison between patients, providers, and referral sources to ensure continuity of care.
- Answer incoming telephone inquiries and assist callers by providing information, resolving concerns,transferring calls appropriately, or escalating issues when necessary.
- Ensure all patient records, referral documentation, authorizations, and correspondence are accuratelymaintained within the electronic medical record system.
- Follow up on pending referrals, missing documentation, authorization requests, and scheduling issues to prevent delays in patient care.
- Communicate potential concerns, delays, or workflow issues to the Referral Manager and assist in identifying process improvements.
- Maintain confidentiality and compliance with HIPAA and company policies.
- Other duties as assigned.

Qualifications:

- High School diploma or GED required.
- 1–2 years of clinical or healthcare administrative experience preferred.
- Knowledge of insurance plans, authorization processes, and referral coordination procedures.
- Working knowledge of insurance eligibility verification and benefit coordination.
- Ability to obtain authorizations and pre-certifications from insurance carriers.
- Strong organizational skills with the ability to prioritize tasks and work independently in a fast-pacedenvironment.
- Excellent customer service, written communication, verbal communication, and multitasking skills.
- Experience with electronic medical records (EMR) systems and Microsoft Office applications including Outlook, Word, and Excel.

DOL / FLSA CLASSIFICATION ASSESSMENT
Based on the duties described above, the Intake Referral Coordinator position is appropriately classified as a non- exempt position under the Fair Labor Standards Act (FLSA). The primary responsibilities of this role involve administrative support, referral intake processing, scheduling coordination, insurance verification, and communication with patients, providers, and insurance companies. The position does not include management responsibilities, independent policy-making authority, or supervisory duties sufficient to meet the executive or administrative exemption criteria under the FLSA. Therefore, the role is eligible for overtime compensation in accordance with applicable federal and state wage and hour laws.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.