Ready to Make a Meaningful Impact?

🌟 ActivStyle is seeking detail-oriented, compassionate professionals to join our team—where purpose, precision, and collaboration come together. As a trusted provider of home-delivered medical supplies, we help people live with dignity, independence, and peace of mind.

We're currently hiring a dedicated Intake Specialist for a hybrid remote position based in St. Paul, Minnesota. In this role, you'll be a vital connection point—ensuring accurate referral intake, precise data entry, proper service and inventory selection, and clear communication with referral sources and internal teams. Your work helps ensure patients receive the right products and services, at the right time.

If you're highly organized, tech-savvy, and motivated by supporting patient care in a mission-driven environment, we'd love to welcome you to the ActivStyle family.

Position Summary

The Intake Specialist plays a critical role in our organization by managing a broad range of responsibilities including accurate and timely data entry, inventory and service selection in key databases, communication with referral sources, and appropriate utilization of technology to document patient information and communication. This position requires strong attention to detail, excellent organizational skills, and the ability to work collaboratively with multiple departments. You'll work Monday through Friday, 8:00 AM - 4:30 PM CST.

Essential Functions and Job Responsibilities

• Accurately enter referrals within established timeframes while meeting productivity and quality standards
• Communicate with referral sources, physicians, and associated staff to ensure documentation is routed appropriately for signature and completion
• Work with leadership to ensure appropriate inventory and services are provided to patients
• Communicate with patients regarding financial responsibility, collect payments, and document transactions accurately in patient records
• For non-Medicaid patients, review medical records for non-sales assisted referrals to ensure compliance standards are met prior to service delivery
• Follow company philosophies and procedures to ensure appropriate shipping methods are utilized for service delivery
• Answer phone calls in a timely manner and provide professional assistance to callers
• Demonstrate expert knowledge of payer guidelines and read clinical documentation to determine qualification status and compliance for all equipment and services
• Work with community referral sources to obtain compliant documentation in a timely manner to facilitate the referral process
• Contact patients when received documentation does not meet payer guidelines, provide updates, and offer additional options to facilitate the referral process
• Work with sales team to obtain necessary documentation to facilitate referral process and support referral source relationships
• Navigate multiple online EMR systems to obtain applicable documentation
• Work with insurance verification team to ensure all needs are met for both teams to provide accurate information to patients and ensure proper payments
• Assume on-call responsibilities during non-business hours in accordance with company policy
• Maintain patient confidentiality and function within HIPAA guidelines
• Complete assigned compliance training and other educational programs as required
• Maintain compliance with ActivStyle's Compliance Program
• Perform other related duties as assigned

Required Skills and Abilities

• Ability to appropriately interact with patients, referral sources, and staff in a professional and courteous manner
• Strong decision-making skills with sound judgment
• Analytical and problem-solving skills with exceptional attention to detail
• Strong verbal and written communication abilities
• Excellent customer service and telephone service skills
• Proficient computer skills and knowledge of Microsoft Office
• Ability to prioritize and manage multiple tasks simultaneously
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
• Ability to work independently as well as follow detailed directives
• Solid ability to learn new technologies and possess the technical aptitude required to understand data flow through systems and system interaction

Nice-to-Have Qualifications

• Direct experience performing intake, referral processing, or related tasks in a Medicare-certified HME, Diabetic, Pharmacy, or home medical supplies environment that routinely bills insurance
• Experience with healthcare compliance and regulatory standards
• Familiarity with insurance verification processes

Required Education and Experience

• High School Diploma or equivalent
• One (1) year of work-related experience in healthcare administrative, financial, insurance customer services, claims, billing, call center, or management (regardless of industry)

Physical Demands and Work Environment

• Work environment may be stressful at times as overall office activities and work levels fluctuate
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time
• Subject to long periods of sitting and exposure to computer screens
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use
• Must be able to lift 5 to 10 pounds periodically as needed
• May be exposed to angry or irate customers or patients
• Excellent ability to effectively communicate both verbally and in writing with customers, demonstrating empathy, compassion, courtesy, and respect for privacy
• Mental alertness required to perform the essential functions of the position

Compliance and Auditing Responsibilities

• Ensure ongoing compliance with ACHC and CMS regulatory standards, including participation in preparation, facilitation, and follow-up for accreditation and certification surveys
• Assist in internal and external audits, including document preparation, policy/procedure review, and evidence of compliance gathering, in accordance with ACHC Standard DRX1-4A
• Monitor and maintain documentation accuracy and readiness for review to demonstrate compliance with applicable ACHC, CMS, and other regulatory requirements
• Identify, report, and support corrective action planning related to audit findings or compliance gaps
• Collaborate with leadership to ensure continuous survey readiness, regulatory adherence, and quality improvement efforts

Why Join ActivStyle?

• Team Driven and Values Based Culture
• Medical, Dental, and Vision Benefits
• Paid Time Off (PTO), Holiday Pay, Sick and Safe Time for Applicable States
• Employee Assistance Program
• Career Growth Opportunities
• 401(k) with Generous Employer Match
• Competitive Pay: $17-19/hour
• Eligible for Monthly Variable Compensation Plan (VPP)

Equal Opportunity Employer

At ActivStyle we don't just accept difference—we celebrate it, we support it, and we thrive on it for the benefit of our team and our community. We are proud to be an equal opportunity workplace and an affirmative action employer.

This employer participates in E-Verify. Following acceptance of any job offer, at the start of employment the employer will provide the federal government Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify is unable to verify your eligibility for employment, this employer will provide written instructions to provide an opportunity to contact the appropriate agencies and resolve the discrepancy prior to taking any action against continued employment.

Ready to Apply?

If you're passionate about making a difference in patient care and meet the qualifications above, we encourage you to apply today. Join the ActivStyle team and be part of a mission-driven organization that values your contributions!