Patient Intake Specialist

Metro Vein Centers is a rapidly growing healthcare practice specializing in state-of-the-art vein treatments. Our board-certified physicians and expert staff are on a mission to improve people’s quality of life by relieving the painful, yet highly treatable symptoms of vein disease—such as varicose veins and heavy, aching legs.

With over 70 clinics across 9 states , and still growing,we’re building the future of vein care—delivering compassionate, results-driven care in a modern, patient-first environment.

We proudly maintain a Net Promoter Score (NPS) of 93 , the highest patient satisfaction in the industry.

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
• 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.
• 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.

The Metro Vein Centers Difference

Healthy legs. Happier lives.
At Metro Vein Centers, we believe exceptional care begins with an exceptional experience. Our mission is to make vein care approachable, empowering, and connected to overall well-being. From the first conversation to the final follow-up, every patient interaction reflects our commitment to compassion, expertise, and trust.

A team united by purpose.