Patient Intake Assistant (Contractor)

Position Overview

The Patient Intake Assistant is responsible for critical administrative, scheduling, and data-hygiene functions that keep clinical schedules optimized and patient records seamless. Operating as a dedicated contractor, this role consolidates key back-office workflows—such as EMR chart merging, intake form processing, automated waitlist response management, and data synchronization—ensuring high operational accuracy and supporting frontline patient intake teams.

Compensation & Engagement Terms

• Monthly Compensation: $1,300 USD / month
• Engagement Type: Independent Contractor
• Schedule: Dedicated coverage during core operating hours
• Payment Cadence: Monthly invoicing options

Key Responsibilities

1. EMR Data Integrity & Chart Merging

• Duplicate Record Resolution: Routinely audit, identify, and merge duplicate patient charts within the EMR (e.g., AthenaHealth) to maintain a single, accurate source of truth.
• Intake Form Chart Updates: Review digital intake form submissions (e.g., Luma Intake) and update demographic, insurance, and medical background fields in the EMR accurately prior to patient visits.
• Cross-System Synchronization: Verify and clean patient records between CRM (HubSpot), intake tools, and EMR platforms.

2. Schedule Optimization & Capacity Management

• Algorithmic Schedule Adjustments: Utilize scheduling optimization platforms and guidelines to actively fill schedule gaps, move appointments, and maximize clinic provider utilization.
• Waitlist Response Management:
• Instantly process waitlist claim responses and re-book patients into claimed appointment slots in real time.
• Manage patient communication (via SMS/email) when requested waitlist slots are no longer available, offering alternative open times.
• Coordinated Care Alignment: Ensure multi-resource appointments (e.g., Consult + Diagnostic Ultrasound) follow precise timing and provider sequencing without booking overlaps.

3. Operational Support & Back-Office Workflows

• Intake Team Shielding: Handle time-consuming clerical queue tasks and dispositions so phone-based teams can focus on direct patient interactions.
• Queue & Task Management: Execute regular task-view cleanup including incomplete contact info, disposition verification, and status updates.

Required Qualifications & Experience

• EMR & Clinical Background (Must-Have): Direct experience working within Electronic Medical Records systems (AthenaHealth, eClinicalWorks, Epic, NextGen, etc.) in a healthcare, dental, or veterinary clinic environment.
• Attention to Detail (Must-Have): High precision in data entry, patient identification matching, and compliance with healthcare data standards.
• Technical Aptitude: Comfort navigating multi-system environments (EMR, CRM/HubSpot, Dialpad, Luma, automated scheduling tools) simultaneously.
• HIPAA & Privacy Compliance: Deep understanding of medical privacy laws, patient confidentiality, and secure data handling.
• SLA Discipline: Proven track record of operating within strict Service Level Agreements (SLAs) for rapid response times and queue processing.

Key Performance Indicators (KPIs)

• Data Accuracy Rate: 99%+ error-free chart merges and intake field updates.
• Waitlist Processing Speed: Average response/processing time under 5 minutes for claimed waitlist slots.
• Task Queue SLAs: 95%+ of back-office queue items completed within target timeframes.