AdaptHealth
Intake Specialist – AdaptHealth
AdaptHealth offers full‑service home medical equipment products and services designed to empower patients to live their best lives outside the hospital and in their homes. Job Type : Full‑time Job Description
The Intake Specialist is responsible for accurate and timely data entry, selecting inventory and services in key databases, communicating with referral sources, and using technology to record patient information. The role includes managing patient interactions, reviewing medical records for compliance, and ensuring proper shipping and billing procedures. Intake Specialists may work on varying schedules based on branch needs. The lead specialist serves as the subject‑matter expert, conducts new hire training, mentors the team, and leads process improvement initiatives. Essential Functions and Job Responsibilities
Enter referrals within allotted timeframe and meet productivity and quality standards. Communicate with referral sources, physicians, or associated staff to route documentation to the appropriate physician for signature/completion. Work with leadership to ensure appropriate inventory/services are delivered. Communicate with patients regarding financial responsibility, collect payment, and document in patient record. Notify patients when documentation does not meet payer guidelines and provide updates or additional options. Review medical records for non‑sales assisted referrals to ensure compliance before service is rendered. Follow company philosophies and procedures for shipping and delivery. Answer phone calls promptly and provide assistance. Demonstrate expert knowledge of payer guidelines and clinical documentation to determine qualification status and compliance for equipment and services. Obtain necessary documentation from referral sources in a timely manner. Collaborate with the sales team to facilitate referral process and support referral source relationships. Navigate multiple online EMR systems for documentation access. Work with insurance verification team to meet all needs for accurate information to patients and ensure payments. Assume on‑call responsibilities during non‑business hours in accordance with company policy. Lead responsibilities: Supervise and provide guidance to team members in daily operations and complex case resolution. Lead team meetings and facilitate training sessions for staff development. Monitor team performance metrics and productivity standards, providing feedback and coaching as needed. Serve as primary escalation point for difficult customer issues and complex regulatory compliance questions. Develop and implement process improvements and workflow optimization strategies. Coordinate with management on staffing needs, scheduling, and resource allocation. Conduct new employee onboarding and ongoing training programs. Maintain advanced expertise in Medicare guidelines, payer policies, and regulatory changes. Prepare reports and analysis on team performance, trends, and operational metrics for management review. Maintain patient confidentiality and comply with HIPAA guidelines. Complete assigned compliance training and other education programs as required. Maintain compliance with AdaptHealth’s Compliance Program. Perform other related duties as assigned. Competency, Skills and Abilities
Ability to interact appropriately with patients, referral sources, and staff. Decision‑making and analytical/problem‑solving skills with attention to detail. Strong verbal and written communication. Excellent customer service and telephone skills. Proficient computer skills and knowledge of Microsoft Office. Ability to prioritize and manage multiple tasks. Ability to apply common sense to carry out instructions in written, oral, or diagram form. Ability to work independently and follow detailed directives. Solid ability to learn new technologies and understand the flow of data through systems. Requirements
Education and Experience Requirements
High school diploma or equivalent required; associate’s degree in healthcare administration, business administration, or related field preferred. Related experience in healthcare administration, financial or insurance customer services, claims, billing, call center or management in a healthcare setting (e.g., pharmacy, diabetes, medical supplies, HME). Exact job experience in a health–care organization or pharmacy that routinely bills insurance or provides Medicare‑certified services. Experience Levels Entry Level (Specialist) : One (1) year of work‑related experience. Senior Level : One (1) year of work‑related experience plus two (2) years of exact job experience. Lead Level : One (1) year of work‑related experience plus four (4) years of exact job experience. Physical Demands and Work Environment
Extended sitting at computer workstations with repetitive keyboard use; occasional standing, bending, and lifting up to 10 pounds. Professional office setting with variable stress levels during authorization deadlines, appeals processes, and urgent patient needs. Proficiency with computers, office equipment, payer portal systems, and healthcare software applications. Ability to maintain concentration, diligence, and confidentiality of patient and insurance information. Professional verbal and written communication skills for payer interactions and provider coordination at all levels. Work independently with minimal supervision and availability for extended hours when required. Mental alertness to perform essential functions of the position. Seniority Level
Entry level Employment Type
Full‑time Job Function
Other Hospitals and Health Care
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AdaptHealth offers full‑service home medical equipment products and services designed to empower patients to live their best lives outside the hospital and in their homes. Job Type : Full‑time Job Description
The Intake Specialist is responsible for accurate and timely data entry, selecting inventory and services in key databases, communicating with referral sources, and using technology to record patient information. The role includes managing patient interactions, reviewing medical records for compliance, and ensuring proper shipping and billing procedures. Intake Specialists may work on varying schedules based on branch needs. The lead specialist serves as the subject‑matter expert, conducts new hire training, mentors the team, and leads process improvement initiatives. Essential Functions and Job Responsibilities
Enter referrals within allotted timeframe and meet productivity and quality standards. Communicate with referral sources, physicians, or associated staff to route documentation to the appropriate physician for signature/completion. Work with leadership to ensure appropriate inventory/services are delivered. Communicate with patients regarding financial responsibility, collect payment, and document in patient record. Notify patients when documentation does not meet payer guidelines and provide updates or additional options. Review medical records for non‑sales assisted referrals to ensure compliance before service is rendered. Follow company philosophies and procedures for shipping and delivery. Answer phone calls promptly and provide assistance. Demonstrate expert knowledge of payer guidelines and clinical documentation to determine qualification status and compliance for equipment and services. Obtain necessary documentation from referral sources in a timely manner. Collaborate with the sales team to facilitate referral process and support referral source relationships. Navigate multiple online EMR systems for documentation access. Work with insurance verification team to meet all needs for accurate information to patients and ensure payments. Assume on‑call responsibilities during non‑business hours in accordance with company policy. Lead responsibilities: Supervise and provide guidance to team members in daily operations and complex case resolution. Lead team meetings and facilitate training sessions for staff development. Monitor team performance metrics and productivity standards, providing feedback and coaching as needed. Serve as primary escalation point for difficult customer issues and complex regulatory compliance questions. Develop and implement process improvements and workflow optimization strategies. Coordinate with management on staffing needs, scheduling, and resource allocation. Conduct new employee onboarding and ongoing training programs. Maintain advanced expertise in Medicare guidelines, payer policies, and regulatory changes. Prepare reports and analysis on team performance, trends, and operational metrics for management review. Maintain patient confidentiality and comply with HIPAA guidelines. Complete assigned compliance training and other education programs as required. Maintain compliance with AdaptHealth’s Compliance Program. Perform other related duties as assigned. Competency, Skills and Abilities
Ability to interact appropriately with patients, referral sources, and staff. Decision‑making and analytical/problem‑solving skills with attention to detail. Strong verbal and written communication. Excellent customer service and telephone skills. Proficient computer skills and knowledge of Microsoft Office. Ability to prioritize and manage multiple tasks. Ability to apply common sense to carry out instructions in written, oral, or diagram form. Ability to work independently and follow detailed directives. Solid ability to learn new technologies and understand the flow of data through systems. Requirements
Education and Experience Requirements
High school diploma or equivalent required; associate’s degree in healthcare administration, business administration, or related field preferred. Related experience in healthcare administration, financial or insurance customer services, claims, billing, call center or management in a healthcare setting (e.g., pharmacy, diabetes, medical supplies, HME). Exact job experience in a health–care organization or pharmacy that routinely bills insurance or provides Medicare‑certified services. Experience Levels Entry Level (Specialist) : One (1) year of work‑related experience. Senior Level : One (1) year of work‑related experience plus two (2) years of exact job experience. Lead Level : One (1) year of work‑related experience plus four (4) years of exact job experience. Physical Demands and Work Environment
Extended sitting at computer workstations with repetitive keyboard use; occasional standing, bending, and lifting up to 10 pounds. Professional office setting with variable stress levels during authorization deadlines, appeals processes, and urgent patient needs. Proficiency with computers, office equipment, payer portal systems, and healthcare software applications. Ability to maintain concentration, diligence, and confidentiality of patient and insurance information. Professional verbal and written communication skills for payer interactions and provider coordination at all levels. Work independently with minimal supervision and availability for extended hours when required. Mental alertness to perform essential functions of the position. Seniority Level
Entry level Employment Type
Full‑time Job Function
Other Hospitals and Health Care
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