Intake Specialist

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Provide a high level of support to Yale Cancer Center (YCC)/Smilow Cancer Hospital in Waterford. Under limited supervision, this position is dedicated to the intake of internal and external referrals, scheduling, registering and onboarding newly referred patients in collaboration with the Nurse Coordinator. The position reports to the Business Operations Manager.

EEO/AA/Disability/Veteran

Responsibilities

• 1. Serve as first point of contact for new patients entering the Waterford Smilow Care Center. Process new patient referrals including, but not limited to, intake and entry level patient data (demographics and insurance information), compilation of all required patient data for initial consultative visit from various internal and external sources, tracking and coordinating with Nurse Coordinator appropriate and timely new patient appointments.
• 2. Intakes and accurately records/tracks newly referred patients on spreadsheet; compiles statistical data and reports as directed.
• 3. Reviews documentation included in referral. Compiles all pertinent patient records for initial consultative visit including but not limited to, H&P, relevant laboratory and diagnostic testing, pathology reports, and other data in accordance with physician preferences and disease state profiles
• 4. Coordinates timely patient consultation with the appropriate provider as directed. Schedules visit with patient and/or family/caregiver.
• 5. Arranges any required pre-visit testing within the established standard referral to consult timeframe.
• 6. Registers account, compiling all demographic data. Identifies and ensures any required insurance referrals are in place documenting same in Epic.
• 7. Sends new patient packet via electronic or postal mail service to patient.
• 8. Works with the Nurse Coordinator to orient new patients and their families to the facility, visit process and what to expect during their first visit.
• 9. Identifies additional access to care/financial resources needed and orders appropriate referral (navigation, financial counseling, etc.) Communicates with the Patient Navigator any access issues including but not limited to, transportation, assistive devices or wheelchair support needed.
• 10. Notifies referring provider of date/time of new patient consult
• 11. Fields all inquiries related to new patients and the scheduling and/or rescheduling of new patient consultations for all disease groups
• 12. Places live reminder call for all new consults.
• 13. Meets performance expectations for Customer Service, Teamwork, Resource Utilization, and Staff and Self Development as outlined in performance review.
• 14. Performs other duties as assigned or directed to ensure smooth operation of the department/unit.

Qualifications

• EDUCATION
• Four years of related work experience including scheduling and registration and a high school education OR two years of related work experience including scheduling and registration and an Associate's degree OR minimum of one year scheduling and registration and a Bachelor's degree or equivalent combination of experience and education.
• EXPERIENCE
• Minimum one year experience in medical scheduling and registration. Exceptional and patient centered customer service skills, able to effectively communicate with patients, family members, visitors, peers and clinical staff. Strong computer skills associated with scheduling, medical records and transcription. Strong knowledge of outpatient office, hospital or inpatient hospital administrative support functions preferred; experience in an oncology setting or other highly complex medical setting required, CHAA certification within one year of employment.
• LICENSURE
• Not applicable
• SPECIAL SKILLS
• Ability to coordinate multiple tasks in a fast paced medical office setting with a calm and pleasant personality. Highly motivated team player with strong oral and written communications skills. Ability to identify and resolve problems collaboratively and independently utilizing critical thinking skills.
• YNHHS Requisition ID
• 192286

Responsibilities

• 1. Serve as first point of contact for new patients entering the Waterford Smilow Care Center. Process new patient referrals including, but not limited to, intake and entry level patient data (demographics and insurance information), compilation of all required patient data for initial consultative visit from various internal and external sources, tracking and coordinating with Nurse Coordinator appropriate and timely new patient appointments.
• 2. Intakes and accurately records/tracks newly referred patients on spreadsheet; compiles statistical data and reports as directed.
• 3. Reviews documentation included in referral. Compiles all pertinent patient records for initial consultative visit including but not limited to, H&P, relevant laboratory and diagnostic testing, pathology reports, and other data in accordance with physician preferences and disease state profiles
• 4. Coordinates timely patient consultation with the appropriate provider as directed. Schedules visit with patient and/or family/caregiver.
• 5. Arranges any required pre-visit testing within the established standard referral to consult timeframe.
• 6. Registers account, compiling all demographic data. Identifies and ensures any required insurance referrals are in place documenting same in Epic.
• 7. Sends new patient packet via electronic or postal mail service to patient.
• 8. Works with the Nurse Coordinator to orient new patients and their families to the facility, visit process and what to expect during their first visit.
• 9. Identifies additional access to care/financial resources needed and orders appropriate referral (navigation, financial counseling, etc.) Communicates with the Patient Navigator any access issues including but not limited to, transportation, assistive devices or wheelchair support needed.
• 10. Notifies referring provider of date/time of new patient consult
• 11. Fields all inquiries related to new patients and the scheduling and/or rescheduling of new patient consultations for all disease groups
• 12. Places live reminder call for all new consults.
• 13. Meets performance expectations for Customer Service, Teamwork, Resource Utilization, and Staff and Self Development as outlined in performance review.
• 14. Performs other duties as assigned or directed to ensure smooth operation of the department/unit.

Qualifications

• EDUCATION
• Four years of related work experience including scheduling and registration and a high school education OR two years of related work experience including scheduling and registration and an Associate's degree OR minimum of one year scheduling and registration and a Bachelor's degree or equivalent combination of experience and education.
• EXPERIENCE
• Minimum one year experience in medical scheduling and registration. Exceptional and patient centered customer service skills, able to effectively communicate with patients, family members, visitors, peers and clinical staff. Strong computer skills associated with scheduling, medical records and transcription. Strong knowledge of outpatient office, hospital or inpatient hospital administrative support functions preferred; experience in an oncology setting or other highly complex medical setting required, CHAA certification within one year of employment.
• LICENSURE
• Not applicable
• SPECIAL SKILLS
• Ability to coordinate multiple tasks in a fast paced medical office setting with a calm and pleasant personality. Highly motivated team player with strong oral and written communications skills. Ability to identify and resolve problems collaboratively and independently utilizing critical thinking skills.