Intake Coordinator

Job Description

Job Description

Intake Coordinator

Architech Sports is excited to announce the opening of our Blakeney clinic location at 8918 Blakeney Professional Dr #120, Charlotte, NC 28277 . As a premier provider of Athletic Performance Therapy, we are dedicated to helping athletes of all levels achieve optimal recovery and reach peak performance.

At the heart of our operations is the Intake Coordinator, a key team member who ensures a seamless, welcoming experience for every patient. This role is essential in supporting the daily functions of our clinic and upholding the high standards of care Architech Sports is known for.

The Intake Coordinator is responsible for managing patient intake, scheduling appointments, maintaining accurate records, and delivering an exceptional experience from the very first interaction. This role requires strong organizational skills, professionalism, attention to detail, and a commitment to patient confidentiality and clinic compliance.This is a full-time, on-site position with clinic hours from 8:00 AM to 5:00 PM, Monday through Friday, including a dedicated lunch break.

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.