Intake & Referrals Representative

Position Title: Intake \& Referrals Representative

Supervisor: Patient Access Manager

FLSA Status: Non\-Exempt

Mission:

To provide our patients and community the most innovative and breakthrough treatment options to improve overall health and wellness.

Values:

Patient Experience

Innovation

Integrity

Teamwork

Job Summary:

The Intake \& Referrals Representative is responsible for coordinating patient intake, managing referrals, and supporting administrative operations within the clinic. This role ensures timely scheduling, accurate insurance verification, and effective communication with patients, providers, and insurance entities, while maintaining compliance with all regulatory standards.

Key responsibilities of this role include, but are not limited to:

• Schedule new patient appointments and maintain accurate records in the electronic scheduling system.
• Verify insurance eligibility and benefits; assist with related patient communications.
• Obtain and track insurance referrals as required.
• Communicate effectively with referring providers and clinics to coordinate patient care.
• Gather and organize medical records in preparation for new patient consultations.
• Collaborate with workers’ compensation and auto insurance adjusters to secure necessary approvals.
• Manage timelines to ensure prompt transition from referral receipt to initial consultation.
• Maintain strict compliance with HIPAA and organizational policies to protect patient confidentiality.
• Perform additional administrative and operational tasks as assigned.

Supervisory Responsibility:

• This position has no supervisory responsibilities.

Qualifications:

• High School Diploma or equivalent required; Associate’s or Bachelor’s Degree preferred.
• Minimum of one year of experience in a healthcare office or patient services environment, including insurance eligibility verification.
• Familiarity with electronic medical records (EMR) and scheduling systems.
• Working knowledge of HIPAA regulations and patient confidentiality standards.

Skills \& Abilities:

• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication and interpersonal skills for interacting with patients, providers, and insurance representatives.
• High attention to detail with accuracy in data entry and documentation.
• Ability to work independently as well as collaboratively within a team environment.
• Proficiency in Microsoft Office or similar administrative software.

Work Environment:

While performing the duties of this job, the employee regularly works in an office setting. This is not a remote role!

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to grasp or handle objects, tools, or controls; reach with hands and arms; stoop, kneel, or crouch; talk or hear. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Compensation \& Work Schedule:

• Full\-time: 40 hours/week.
• Non\-Exempt.
• Day Shift: Monday \- Friday, 8:30AM \- 5:00PM
• No evenings or weekends. A competitive benefits package, including medical, dental, vision, life, and disability insurance, 401(k) plan, PTO time, paid holidays, and HSA plan is offered.

No Phone Calls, Please!

All applicants must be legally authorized to work in the United States at the time of hire. Twin Cities Pain Clinic does not provide employment visa sponsorship for this position.