Patient Intake & Strategic Development

Patient Intake & Strategic Development

Billet Health | Full-Time | Monday–Friday | Entry-Level

Billet Health is seeking a professional, compassionate, and highly organized individual to join our team as a Patient Intake & Strategic Development team member. This is an entry-level, full-time position for someone who enjoys working with people, staying organized, and being part of a growing healthcare organization.

In this role, you will be one of the first points of contact for prospective patients who reach out to Billet Health through our online advertising, website, digital forms, and other outreach channels. You will help guide prospective patients through the initial intake process, gather necessary information, assist with insurance eligibility verification, and coordinate appointments with the appropriate Billet Health provider or service.

This position provides hands-on experience in healthcare administration, patient access, lead management, insurance verification, scheduling, customer service, and strategic development.

Schedule

• Full-Time
• Monday–Friday
• Regular business hours
• Entry-level position with training provided

Key Responsibilities

Patient Lead Follow-Up & Communication

• Respond promptly to prospective patients generated through online advertisements, website forms, social media campaigns, and other digital channels.
• Contact prospective patients by phone, text, and email using Billet Health's approved communication procedures.
• Follow established lead follow-up processes and timelines.
• Communicate with prospective patients and families in a professional, compassionate, and respectful manner.
• Answer general questions regarding Billet Health's services, providers, locations, and appointment process.
• Identify the appropriate Billet Health service or location based on the information provided by the prospective patient.
• Escalate clinical, urgent, or complex questions to the appropriate licensed or authorized team member.
• Document contact attempts, conversations, outcomes, and follow-up needs accurately.

Patient Intake

• Collect and accurately document demographic, contact, referral, and insurance information.
• Review information for completeness and accuracy before moving forward with verification or scheduling.
• Enter patient and lead information into the appropriate CRM, electronic health record, scheduling platform, or intake system.
• Request required documentation, such as insurance cards, identification, referrals, or provider orders, when applicable.
• Maintain patient confidentiality and follow all HIPAA and information-security requirements.

Insurance Eligibility & Benefits

• Assist with verifying insurance eligibility and benefits through approved payer portals and systems.
• Confirm available information regarding Billet Health's participation with the patient's insurance plan.
• Identify general information related to referrals, prior authorization requirements, copayments, deductibles, and other coverage conditions.
• Accurately document verification results.
• Communicate general verification information using Billet Health-approved language.
• Follow up on missing insurance information or documentation.
• Escalate coverage questions, authorization issues, or uncertain eligibility results to the appropriate team member.

This position does not independently determine coverage, approve claims, guarantee payment, provide insurance advice, or make clinical or authorization decisions.

Appointment Scheduling

• Schedule qualified patients with the appropriate provider, location, and appointment type.
• Confirm appointment dates, times, locations, arrival instructions, and required documentation.
• Send appointment confirmations and reminders according to established procedures.
• Assist patients with nonclinical scheduling questions and barriers.
• Follow up on incomplete bookings, cancellations, and rescheduling needs.
• Notify the appropriate team member of urgent scheduling concerns or special circumstances.
• Maintain accurate appointment and lead-conversion records.

Strategic Development & Patient Acquisition Support

• Track lead activity, response times, contact rates, insurance verification, appointments, and lead outcomes.
• Maintain organized lead pipelines and follow-up lists.
• Monitor common questions or obstacles that may prevent prospective patients from scheduling.
• Assist with basic reporting related to lead sources, appointment conversions, and unresolved leads.
• Identify trends and provide feedback that may improve the patient intake and scheduling experience.
• Assist with patient acquisition, outreach, marketing, and strategic development projects as assigned.
• Support Billet Health's continued growth by helping improve the experience from initial inquiry through scheduled appointment.

Qualifications

We are looking for someone who is organized, dependable, personable, and eager to learn.

• High school diploma or equivalent required; college coursework or a degree in healthcare administration, business, marketing, communications, public health, or a related field is a plus.
• Strong verbal, written, and interpersonal communication skills.
• Comfortable speaking with patients and families by phone.
• Comfortable making outbound calls and consistently following up with leads.
• Strong attention to detail and accuracy.
• Ability to manage multiple leads, tasks, and follow-up deadlines.
• Comfortable learning new technology, including CRM, scheduling, electronic health record, and insurance systems.
• Able to maintain confidentiality and handle sensitive patient information appropriately.
• Dependable, organized, proactive, and receptive to coaching.
• Previous customer service, healthcare, scheduling, sales, call-center, or medical office experience is helpful but not required.
• Bilingual communication skills are a plus.

Training & Support

Billet Health will provide training on:

• Billet Health's services and locations
• Patient intake and scheduling procedures
• Lead follow-up and communication standards
• CRM and scheduling systems
• Insurance eligibility and benefits verification
• HIPAA and patient privacy
• Professional healthcare communication
• Escalation procedures and role responsibilities

You will work closely with experienced Billet Health team members as you learn our systems and processes. System access will be limited to the information necessary to perform your assigned responsibilities.

How Success Is Measured

Success in this role may be evaluated based on:

• Timely response to new leads
• Successful lead contact and follow-up
• Accuracy and completeness of intake information
• Completion of insurance eligibility verification
• Qualified leads successfully scheduled
• Consistent documentation and follow-up
• Appointment show rates
• Professionalism and patient experience
• Compliance with HIPAA and Billet Health procedures

What You'll Gain

• Hands-on experience in a growing healthcare organization
• Training in patient intake and healthcare administration
• Experience with insurance eligibility and benefits verification
• Experience managing leads generated through digital advertising
• Exposure to healthcare marketing and patient acquisition
• Experience with CRM, scheduling, and healthcare systems
• Direct exposure to strategic development and business growth
• Professional development and opportunities to grow within Billet Health

Important Compliance Expectations

All employees in this position must complete required HIPAA, privacy, system-security, and position-specific training before accessing protected health information or performing applicable patient-facing responsibilities.

This position does not provide medical advice, interpret insurance coverage beyond authorized verification information, guarantee payment, or independently make clinical, coverage, or authorization decisions.

Billet Health is an equal opportunity employer committed to maintaining a professional, inclusive, and respectful workplace.

Our purpose is to orchestrate the post-acute patient journey—delivering better outcomes at lower system cost while compounding enterprise value through lifetime patient relationships.

Billet guarantees a clean, fast, predictable post-acute discharge with zero leakage, full medication continuity, and measurable outcomes.