Patient Intake Coordinator - Medical Front Office

The Patient Intake Coordinator plays a vital role in ensuring a positive experience for patients and visitors by providing exceptional customer service, managing front office operations, and facilitating communication between patients, providers, and internal teams. This position supports the organization's mission by promoting patient satisfaction, accurate documentation, and efficient care coordination.

The Opportunity

• Warmly greet patients and visitors, complete timely check-in, and direct individuals to the appropriate designated area
• Manage patient registration by verifying demographic information and facilitating the completion of all required consents and documentation
• Prepare and scrub patient charts in advance of scheduled appointments to support efficient check-in and care delivery
• Communicate clearly and professionally with patients and caregivers regarding appointments, preparation instructions, check-in requirements, insurance questions, and services
• Schedule, reschedule, and confirm new and follow-up appointments accurately, communicating updates and expectations clearly to patients and staff
• Triage incoming calls, messages, and inquiries, directing appointment, insurance, or clinical concerns to the appropriate department or personnel
• Communicate effectively with Insurance Coordinators, clinic staff, providers, and internal teams to support insurance verification, continuity of care, and timely resolution of patient concerns
• Utilize daily reports and complete required Medicaid audits to ensure accuracy, compliance, and proper patient billing
• Collect copayments and outstanding balances at the time of service in accordance with policy
• Ensure compliance with Quickview expectations and all applicable regulatory standards
• Demonstrate adaptability by consistently following new and updated workflows, procedures, and process changes
• Comply with HIPAA and organizational privacy policies by maintaining confidentiality of patient and employee information, ensuring secure and accurate data handling, and accessing information strictly on a need-to-know basis
• Maintain a professional, organized, food-free work area with personal items stored appropriately and all documents secured
• Support additional administrative duties as needed to maintain efficient front office operations

Additional responsibilities include:

• Assist with coverage for other front office staff during breaks, lunches or unexpected absences.
• Participate in special projects, pilots, or short‑term initiatives that fall outside of standard intake operations.
• Support the training and onboarding of new front office staff.
• Assist with departmental meetings, huddles, or administrative preparation when requested.
• Notify the appropriate staff member or department of deliveries and visitors upon arrival.
• Provide backup assistance with outreach activities or appointment reminder calls when delegated.

Requirements

• Minimum 1 year of related experience .

• GED or High School diploma required
• Valid driver's license and automobile insurance is required.
• All IHI employees are expected to enable multi-factor authentication via their personal smart phone/smart device in order to access IHI systems as a requirement of the role. 

Benefits

Why join our team? 

IHI is a not-for-profit program based in Indianapolis and offers a competitive salary and benefit package. 

IHI is the only federally designated comprehensive hemophilia program in Indiana and serves the entire state through services available in Indianapolis and at outreach clinics. 

IHI is a leader in hemophilia care, education and clinical research and has a dedicated on-site multidisciplinary staff to ensure availability of a wide range of required services. 

IHI participates in national and international clinical research, including new infusion products and therapies, investigation of long-term outcomes, and the impact of associated conditions. The IHI research program provides patients access to new therapies, and an opportunity to improve care. Our center has more than 70 clinical research projects involving bleeding disorders, sickle cell disease, thrombosis and more. 

Innovative Hematology Inc. is an Equal Opportunity Employer.