About Job

Intake Coordinator

Architech Sports is a premier facility specializing in Athletic Performance Therapy, dedicated to helping athletes of all levels achieve optimal recovery and peak performance. The Intake Coordinator plays a critical role in ensuring a seamless and welcoming experience for patients while supporting the day-to-day operations of the clinic.

The Intake Coordinator is responsible for managing patient intake, scheduling appointments, maintaining accurate records, and ensuring a positive experience for every patient. This position requires strong organizational skills, professionalism, and a commitment to providing exceptional customer service while maintaining confidentiality and compliance with clinic policies.

KEY RESPONSIBILITIES:

Patient Engagement & Support

Serve as the first point of contact for patients and visitors, whether in person or by phone, addressing inquiries and providing guidance.
Schedule patient appointments and procedures to optimize provider availability and clinic efficiency.
Maintain a welcoming and professional reception area to enhance patient satisfaction and comfort.
Anticipate patient needs, ease anxieties, and provide clear communication regarding clinic processes and services.
When needed, complete authorizations and referrals for services, including appointments and procedures
Review patient's medical history and insurance coverage for approval
Contact referring physicians for additional information as needed

Administrative Tasks

Create and maintain patient records by collecting, updating, and accurately filing medical, personal, and financial information.
Process patient payments, manage third-party claims, and assist with revenue collection activities.
Track and manage office supplies, place orders as needed, and coordinate equipment maintenance and repairs.
Ensure compliance with all confidentiality standards by safeguarding sensitive patient information.

Clinic Operations

Collaborate with staff and providers to ensure smooth clinic operations and resolve scheduling conflicts.
Participate in biweekly virtual one-on-one meetings with the supervisor to discuss goals, challenges, and updates.
Contribute to team success by supporting broader initiatives aligned with Architech Sports’ mission, vision, and values.

QUALIFICATIONS:

Skills & Competencies

Strong organizational skills, attention to detail, and ability to multi-task in a dynamic environment.
Excellent customer service and interpersonal communication skills.
Ability to work both independently and as part of a team, maintaining flexibility to address evolving priorities.
Proficiency in scheduling, word processing, and general office management.

Education & Experience

At least 2 years of experience in a medical office or similar professional environment.
Demonstrated ability to interface effectively with staff, therapists, and patients from diverse backgrounds.
Knowledge of medical office procedures and confidentiality standards is preferred.

WORK ENVIRONMENT:

The Intake Coordinator position operates in a fast-paced clinic environment requiring strong attention to detail, adaptability, and a commitment to excellent patient care. Regular collaboration with clinic staff and team supervisors ensures alignment with Architech Sports’ core values and operational goals.