Pre-Appointment Intake Specialist

Job Posting Title :

Pre-Appointment Intake Specialist

Hiring Department : Dell Medical School

Position Open To : All Applicants

Weekly Scheduled Hours :

32

FLSA Status : Non-Exempt

Earliest Start Date :

Oct 20, 2025

Position Duration : Expected to Continue

Location : UT MAIN CAMPUS

Job Details : General Notes

UT Health at The Dell Medical School is seeking a Pre-Appointment Intake Specialist for a 32-hour role.

Purpose

The Pre-Appointment Intake Specialist is responsible for managing the initial patient intake process, ensuring accurate collection and documentation of patient information prior to appointments. This role typically reports to the Clinic Manager or Patient Access Supervisor and works closely with physicians, nurses, and administrative staff. Key responsibilities include conducting patient interviews, verifying insurance coverage, scheduling appointments, and maintaining patient records.

Responsibilities

Conduct Patient Interviews

Gather patient information through interviews and questionnaires.

Assess patient needs and medical history.

Document findings and update patient records.

Verify Insurance Coverage

Confirm patient insurance eligibility and coverage.

Communicate with insurance companies to resolve issues.

Ensure accurate billing information is recorded.

Schedule Appointments

Coordinate appointment schedules with patients and providers.

Manage appointment changes and cancellations.

Ensure timely access to healthcare services.

Maintain Patient Records

Update and maintain accurate patient records.

Ensure all documentation is completed accurately and timely.

Track and follow up on pending information.

Provide Customer Service

Answer patient inquiries regarding the intake process.

Liaise between patients, their families, and healthcare providers.

Provide information and assistance related to appointments.

Marginal or Periodic Functions

Assist with Insurance Authorizations

Complete prior authorizations for procedures and testing requiring insurance approval.

Seek required clinical information from providers or nursing staff.

Support Administrative Tasks

Assist with general office duties as needed.

Participate in team meetings and training sessions.

Coordinate Urgent Appointments

Schedule urgent appointments for patients in coordination with providers.

Make calls to patients or external agencies as needed.

Knowledge, Skills, and Abilities

Customer Focus

Skilled Definition : Understands and meets the needs of patients and healthcare providers.

Effective Behaviors : Responds promptly to inquiries, provides accurate information, and maintains a patient-centered approach.

Organizational Savvy

Skilled Definition : Navigates the healthcare system effectively to facilitate patient intake.

Effective Behaviors : Builds relationships with providers, understands organizational processes, and leverages resources.

Attention to Detail

Skilled Definition : Ensures accuracy in patient documentation and records.

Effective Behaviors : Reviews paperwork meticulously, follows up on pending tasks, and maintains organized records.

Communication Skills

Skilled Definition : Communicates clearly and effectively with patients, providers, and insurance companies.

Effective Behaviors : Explains intake processes, addresses concerns, and provides updates.

Problem Solving

Skilled Definition : Identifies and resolves issues in the intake process.

Effective Behaviors : Troubleshoots delays, manages appeals, and coordinates next steps.

Other Job Duties may apply as assigned

Required Qualifications

High school diploma or equivalent with at least 7 years of experience or Bachelor's degree or equivalent with at least 3 years of experience . 2 years of relevant experience in a healthcare setting. Experience with medical terminology and insurance verification.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Associate's degree in healthcare administration or related field. 3 years of experience in patient intake or medical office administration. Familiarity with electronic health records (EHR) systems. Certified Medical Administrative Assistant (CMAA).

Salary Range

$2,900+ monthly depending on qualifications

Working Conditions

Standard office equipment

Repetitive use of a keyboard

May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

Resume / CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers : You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers : As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility :

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion / transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility :

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks :

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer :

The University of Texas at Austin, as an equal opportunity / affirmative action employer ,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency :

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Employment Eligibility Verification :

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify :

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following :

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance :

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.