Intake Coordinator

- Order Processing

- Monitor and retrieve new orders from provider and referral portals or e-mails on a daily basis

- Enter orders accurately into Conduit's order management system, ensuring all required fields and documentation are complete

- Run insurance eligibility and coverage checks for incoming orders, identifying any issues or prior authorization requirements upfront

- Verify patient demographics, insurance information, and prescriptions against source documents

- Triage and prioritize the order queue, escalating urgent or complex cases to the appropriate team member

- Follow up on missing or incomplete documentation needed to process orders

- Coordinate with clinical and patient experience teams to ensure a smooth handoff after intake is complete

- Maintain accurate records in our systems and flag any data discrepancies

- Support compliance with HIPAA requirements and internal data handling protocols throughout the intake process

- Contribute to process improvement efforts as we continue to build and refine our intake workflows

- Office Oversight:

- Welcoming patients who visit the storefront in person - volume is low, but when patients do come in, you're the face of Conduit; you'll greet them warmly, understand their needs, and connect them with the right team member to help

- Maintaining a professional, compliant storefront presence during business hours in accordance with DME supplier standards

- Serving as the first point of contact in the event of an in-person regulatory audit

- Ensuring the physical office environment remains organized and professional

- Must have

- Experience in a healthcare or insurance-related setting - medical billing, prior authorization, insurance verification, front desk at a provider office, or similar

- Comfort navigating insurance eligibility checks - you understand the basics of how coverage works and can learn DME-specific rules on the job

- Strong attention to detail: you catch errors before they become problems

- Comfort working across multiple portals and systems simultaneously - you're a multi-tasker who stays organized under volume

- Clear, professional written communication for internal coordination and follow-up

- Ability to work on-site at our Florida office Monday-Friday, 9 AM-5 PM; this is a non-negotiable requirement of the role

- Composure and professionalism when representing Conduit in person - whether with a patient who walks in or an auditor who shows up unannounced

- Comfort in a patient-facing setting; you're warm, clear, and calm even when someone comes in frustrated or confused about their order

- Nice to have:

- Prior DME intake experience or familiarity with HCPCS codes and DME requirements

- Experience with Medicare, Medicaid, and/or commercial insurance coverage rules

- Prior authorization experience - either submitting PAs or understanding when they're required

- Familiarity with Intercom, HubSpot, or other CRM/support tooling

- Experience in a high-growth startup or tech-enabled healthcare environment