Intake Coordinator (WHWC) in San Antonio, Texas at Methodist Healthcare Ministries of S. Tx

Position Summary

The Intake & Registration Specialist serves as the first point of contact for patients, providing a welcoming and informative experience. This role is responsible for assessing program eligibility, managing patient intake, maintaining accurate electronic records, and connecting clients to community and health services.

Scope and Impact

The role supports patient access and eligibility for Methodist Healthcare Ministries (MHM) programs across multiple service lines, including Medical, Dental, and Behavioral Health. The position has a significant impact on patient satisfaction, program participation, and efficient clinic operations.

Decision-Making Authority

This position requires moderate decision-making, especially in evaluating patient eligibility and resolving intake-related issues. Works under established guidelines but exercises discretion in managing sensitive patient information and resolving concerns.

Interactions / Working Relationships

• Internal: Collaborates daily with Intake team, program staff, support center, and leadership.
• External: Regular interaction with patients, clients, and community resource partners. Communicates frequently in both English and Spanish.

Essential Duties and Responsibilities

• Patient Intake & Eligibility Screening – Conduct in-person and phone interviews to gather financial and personal information; evaluate eligibility for MHM programs and other local/federal services. (35%)
• Customer Service & Communication – Serve as an ambassador for patient experience using AIDET principles; resolve patient inquiries and complaints. (20%)
• Data Management & Documentation – Input and update patient information in Electronic Health Records (EHR); manage forms and records according to program and HIPAA standards. (15%)
• Community Resource Navigation – Refer unqualified clients to external services; share updated community resources with patients and team. (10%)
• Insurance & Financial Verification – Verify insurance information and assist with MHS Financial Assistance Program applications. (10%)
• Administrative Duties – Answer intake calls, schedule and update appointments, maintain office cleanliness, and support other administrative functions. (10%)

Supervisory or Leadership Responsibilities

This position does not supervise others.

Qualifications

Minimum Qualifications (Required)

• Education: High school diploma or GED.
• Licenses/Certifications: None required.
• Experience: At least one year of experience in program eligibility screening preferred.
• Other Required Skills/Knowledge:
• Bilingual in English and Spanish (required).
• Electronic Health Records (EHR) experience.
• Basic proficiency in Microsoft Office (Word, Excel, Outlook, Teams).

Preferred Qualifications

• Experience working with underserved populations.
• Familiarity with local, state, and federal healthcare and social service programs.
• Knowledge of financial assistance programs and application processes.

Knowledge, Skills, and Abilities (KSAs)

• Strong verbal and written communication.
• Problem-solving and critical thinking.
• Ability to work independently and as part of a team.
• Professional and empathetic customer service demeanor.
• Attention to detail and organization.

Language Skills

• Bilingual in English and Spanish (required).
• Ability to read, write, and communicate clearly in both languages.

Technology and Tools

• Required: Electronic Health Records systems, Microsoft Word, Excel, Outlook, Teams, Smartsheet, S-Fax.
• General computer proficiency, including data entry and office technology.

Work Environment and Physical Demands

• Work Setting: Medical and dental clinic environment.
• Physical Requirements: Frequent standing, sitting, bending, walking; occasional lifting up to 25 lbs; use of step stools.
• Travel: Not typically required.