Job Details

Job Summary:

The Intake Scheduling Specialist processes referrals; explains the program(s) and their benefits to potential enrollees and their families; addresses Medicaid issues of potential enrollees to Entitlement department and timely follows up on their resolution; schedules RNs visits, communicates to referral source about status of referrals; assures accuracy of data entry and demographic updates; provides office assistance to Intake/Outreach department and performs related duties as assigned.

Essential Functions:

• Process incoming referrals by reviewing documentation for accuracy, completeness, and eligibility, and entering required information into internal systems.
• Assist with obtaining follow up documentation, including outreach to providers, clients, or vendors to secure missing or updated records required to advance referrals.
• Schedule appointments efficiently, ensuring proper alignment of client needs, provider availability, and program requirements. Manage and maintain the shared intake inbox, triaging all incoming communication, responding to inquiries, and routing messages to the appropriate team members promptly.
• Coordinate with external vendors to confirm availability, provide updates, and ensure smooth scheduling workflows.
• Track and monitor referral statuses, following up proactively to prevent delays and maintain accurate documentation.
• Support continuous workflow improvement by collaborating with the intake team and identifying opportunities for process optimization.
• Perform any other job related duties as requested.

Education and Experience:

• High School or GED required
• Associates degree preferred
• Two (2) years experience in healthcare setting preferred
• Experience in working with scheduling system (EHR/EMR platforms and shared inbox tools (Outlook shared mailboxes) required

Competencies, Knowledge and Skills:

• Excellent verbal and written communication skills
• Strong organizational and time management skills, especially in handling multiple referrals and deadlines simultaneously
• High attention to detail when reviewing documents, entering data, and managing schedules
• Accurate data entry and documentation skills with a focus on consistency and quality
• Fluent English communication skills, both written and verbal
• Bangla-speaking bilingual candidates to support communication with diverse client populations
• Professional, clear communication style when interacting with clients, providers, and vendors
• Strong customer service mindset, with the ability to respond promptly and professionally to inquiries
• Ability to resolve scheduling issues, identify conflicts, and provide solutions calmly and effectively
• Strong follow through, ensuring referrals progress without unnecessary delays
• Analytical thinking to identify missing information, anticipate scheduling conflicts, and escalate when needed
• Adaptability and resilience in fast paced or high volume environments

Licensure and Certification:

• None

Working Conditions:

• General office environment; may be required to sit or stand for extended periods of time
• Travel is not typically required

Compensation Range:
$41,200.00 - $66,000.00
CareSource takes into consideration a combination of a candidate's education, training, and experience as well as the position's scope and complexity, the discretion and latitude required for the role, and other external and internal data when establishing a salary level. In addition to base compensation, you may qualify for a bonus tied to company and individual performance. We are highly invested in every employee's total well-being and offer a substantial and comprehensive total rewards package.

Compensation Type (hourly/salary):
Hourly

Organization Level Competencies

• Fostering a Collaborative Workplace Culture
• Cultivate Partnerships
• Develop Self and Others
• Drive Execution
• Influence Others
• Pursue Personal Excellence
• Understand the Business

This job description is not all inclusive. CareSource reserves the right to amend this job description at any time. CareSource is an Equal Opportunity Employer. We are dedicated to fostering an environment of belonging that welcomes and supports individuals of all backgrounds.