Job Description

Intake Operations Manager

About the Role

This position leads the front door of a growing healthcare organization. The Intake Operations Manager owns the systems, people, and performance that turn inbound patient and referral inquiries into scheduled, authorized, and activated care. This role balances operational leadership, insurance expertise, and team management to ensure access to care is fast, compliant, and scalable.

You will manage a high-volume intake environment and lead a team responsible for first-touch engagement, eligibility review, authorizations, and coordination with clinical and operational partners.

What You’ll Be Responsible For

Driving Intake Performance

• Lead all inbound intake activity across phone, digital, referral, and partner channels

• Set response-time standards and ensure consistent follow-through on every inquiry

• Own conversion performance from inquiry to active patient

• Identify drop-off points and implement process improvements to increase enrollment

Managing Intake Operations

• Design and oversee intake workflows from first contact through service initiation

• Ensure all required clinical, demographic, and administrative documentation is collected accurately and on time

• Coordinate closely with scheduling and clinical leadership to align demand with capacity

Insurance & Access Management

• Oversee insurance eligibility, benefits review, and authorization processes

• Ensure payer-specific rules, timelines, and documentation requirements are met

• Act as the escalation point for complex insurance or funding scenarios

Leading and Developing the Team

• Manage and develop a team of 15–20 intake and access professionals

• Establish clear productivity and quality expectations

• Coach, mentor, and hold the team accountable through ongoing performance management

Quality, Compliance & Reporting

• Maintain compliance with HIPAA and applicable healthcare regulations

• Ensure accurate documentation within intake and EMR systems

• Track and analyze intake metrics including response time, conversion rate, time to authorization, and time to service start

• Use data to guide staffing, workflow adjustments, and continuous improvement

What We’re Looking For

• Experience leading intake, patient access, admissions, or front-end operations in a healthcare setting

• Background working within large physician groups, MSOs, hospital systems, or multi-site healthcare organizations

• Strong understanding of private insurance, Medicaid, and state-funded healthcare programs

• Proven ability to lead teams, manage performance, and drive measurable outcomes

• Comfortable operating in a fast-paced, high-growth healthcare environment

Compensation & Benefits

• Base salary range: $90,000 – $110,000, based on experience

• Multiple medical plan options with 50% employer coverage at the employee-only level

• Dental and vision coverage at 100% for employee-only plans

• 401(k) with company match

• Paid Time Off (PTO)

• Eligibility for discretionary bonus opportunities tied to company performance