Intake coordinator cheat sheet

reference ⏱ 2 min read Intake Updated 2026-07-08

Your daily loop: process faxes → verify insurance → hand off to scheduling. Target: every new referral scheduled within 24 hours.

Fax queue rules

Status chip	What it means	What you do
New	OCR extracted, awaiting your review	Open it
Needs correction	OCR confidence below the auto-approve threshold on one or more fields	Fix the flagged field
Ready for insurance	You approved fields	Click Run eligibility
Insurance pending	Waiting on payer	Wait — SLA is 10 min
Insurance verified	Eligibility returned	Click Create patient
Patient created	Done from your side	BD rep auto-attributes
Duplicate	Matches an existing patient	Merge or archive

Daily targets

Zero faxes older than 24 hours in the queue.
100% of new referrals with insurance verified.
< 2% duplicate rate after dedupe.

Speed tips

Task	Shortcut
Open next fax in queue	`N`
Approve all OCR fields	`A`
Reject + archive	`Shift+X`
Open patient in new tab	`⌘-click` on name
Find referral by patient name	`⌘K`, type name

Who gets what

Referral source	Auto-routes to
Known SNF / home health partner	Assigned clinician per round-robin rules
New practice	Hold for BD rep attribution
Self-referral / patient call	Unattributed bucket — ping BD manager

Troubleshooting

Symptom	Likely cause	Fix
Insurance eligibility timeout	Payer portal down	Retry after 15 min; escalate to billing after 2 failures
OCR missed a field	Handwritten or skewed fax	Manually type; submit correction to retrain model
Duplicate patient blocked	Existing patient with same DOB + last name	Use Merge on the duplicate screen
No provider available	All staff at capacity	Ping ops manager in Team Chat

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