American Vascular Access, LLC

Nashville Vascular & Vein Institute (NVAVI) is seeking a detail-oriented Intake Coordinator to join our outpatient Office-Based Lab (OBL), where we deliver advanced vascular and interventional care, including PAD treatment and venous interventions in a physician-driven, patient-focused setting. The Intake Coordinator is the first point of contact for new and returning patients and referring providers, and plays a critical role in making sure every patient's path into care is fast, accurate, and low-friction.

This role sits at the intersection of patient experience, referral management, and revenue cycle. The person in this seat directly affects how smoothly the practice runs.

Position Summary

The Intake Coordinator manages the full front-end patient intake process: receiving and processing referrals, verifying insurance and benefits, obtaining prior authorizations, scheduling procedures and appointments, and ensuring patients arrive fully prepared clinically, financially, and administratively for their visit.

This is a full time role with med/dent/vision, 401k w/matching, PTO program. M-F 8 to 5 no weekends no major holidays.

Key Responsibilities

• Receive and process incoming referrals from referring physicians, hospitals, and other providers; confirm all required clinical documentation is complete before scheduling
• Verify patient insurance eligibility and benefits prior to scheduled procedures; identify coverage gaps or issues early
• Obtain prior authorizations for vascular procedures and diagnostic testing, tracking status and following up proactively with payers
• Schedule new patient consults, follow-ups, and procedure dates, balancing physician availability, OBL capacity, and patient needs
• Collect and enter patient demographic, insurance, and clinical intake information accurately into the EMR/practice management system
• Communicate with patients ahead of their visit regarding required documentation, financial responsibility, and appointment logistics
• Provide patients with cost estimates and coordinate with billing on payment plans or financial counseling when needed
• Serve as a liaison between referring physician offices and the clinical team, keeping referral sources informed on scheduling status
• Maintain compliance with HIPAA and all applicable privacy and documentation standards
• Identify and escalate scheduling bottlenecks, authorization delays, or referral issues to the Practice Manager

Qualifications

• High school diploma or equivalent required; Associate's degree or medical office certification preferred
• 1–2+ years of experience in medical front-office, patient intake, scheduling, or insurance verification (outpatient, ASC, or OBL setting strongly preferred)
• Working knowledge of insurance verification, prior authorization processes, and basic medical billing/coding terminology
• Experience with EMR and practice management systems
• Strong attention to detail and comfort managing multiple referrals, schedules, and deadlines simultaneously
• Excellent verbal and written communication skills, with a patient-first, service-oriented approach
• Ability to work effectively with physicians, clinical staff, referring offices, and insurance payers

Preferred Qualifications

• Prior experience in a vascular, cardiology, or interventional radiology practice
• Familiarity with PAD and venous intervention procedures and associated authorization requirements
• Bilingual (English/Spanish) a plus

If you are looking to bring your skill and experience to our team, apply today!