Patient Intake Coordinator

The Vivistim Intake Coordinator plays a critical role in the initial communication and processing of incoming inquiries, referrals, and documents for individuals considering or being considered for candidacy in the Vivistim program. The Vivistim system, FDA-approved for adult patients who have suffered an Ischemic Stroke and are dealing with chronic Moderate to Severe Upper Extremity Impairment, uses an implanted medical device to promote neuroplasticity when paired with rehabilitation, helping patients regain fine motor skills.

As the first point of contact for prospective patients, the Vivistim Intake Coordinator serves as the face and voice of the company, guiding patients through their journey with Vivistim. This individual will engage in conversations via phone, email, and video, providing information and support, assisting with initial screenings, and scheduling further consultations with the Vivistim Clinical Navigator. The role includes answering questions about Vivistim and candidacy criteria and supporting patients throughout their learning process.

Additionally, the Intake Coordinator collaborates closely with the Vivistim Clinical Navigator, assisting in follow-up communication, ensuring the timely processing of necessary documents, and addressing technical inquiries, particularly related to the electronic consent process.

This role is vital in providing patients with clear and curated information, minimizing the complexity of navigating health systems, and ensuring a smooth path for those who choose Vivistim Paired VNS Therapy as their treatment option.

POSITION RESPONSIBILITIES / ESSENTIAL FUNCTIONS

• Serve as the primary point of contact for patients and caregivers, addressing initial inquiries regarding Vivistim, candidacy, and next steps.
• Coordinate educational sessions with Vivistim Clinical Navigators, either immediately or by scheduling field education as needed.
• Create and manage new leads and cases in the CRM system (Salesforce).
• Assist patients with the technical completion of consent forms, addressing any questions or concerns regarding the process.
• Facilitate the creation, sending, and confirmation of faxed referral forms to patients and providers upon request.
• Process incoming faxes, ensuring they are received, saved, and forwarded appropriately.
• Manage incoming calls, directing them to the appropriate team members when necessary.
• Perform initial screening for Vivistim Paired VNS therapy candidacy, scheduling follow-up education sessions with the Vivistim Clinical Navigator.
• Support patients and caregivers by following up on next steps and assisting with scheduling and coordination.
• Collaborate cross-functionally within MicroTransponder to address patient needs.
• Maintain accurate patient information in the CRM system, ensuring tasks and action plans are clearly documented for ongoing patient engagement.
• Understand the full patient journey, from identification (self-referral or healthcare provider identification) through implant and rehabilitation, taking into account geographic, capacity, and demand factors.

• Education: Associate degree or a Four-year college degree in a health-related field prefferred or relevant experience in the health professions, with a focus on delivering excellent patient experiences. Candidates with experience as a Certified Medical Assistant, Patient Care Tech, Pharmacy Tech, or Medical Scribe are also encouraged to apply.
• Language Skills: Fluency in Spanish is preferred.
• Experience: Prior experience in patient communication and care coordination, ideally in an office or hospital setting.
• Technical Proficiency: Strong proficiency in Microsoft Word, Gmail, and database programs, with excellent typing skills. Experience with CRM systems such as Salesforce.com is highly desirable.
• Certifications: Advanced certifications are a plus.
• Clinical Background: Experience in a clinical setting (such as a physician’s office or physical rehabilitation setting) as a COTA, PTA, EMT-P, or OT/PT is a plus but not required.
• Insurance Knowledge: Familiarity with insurance terminology is beneficial.
• Travel Requirements: Must be able to travel domestically (2-3 times per year) for company-related activities.

he intent of this position description is to provide a representative summary of the major duties and responsibilities performed by the incumbents of this position. Incumbents may be required to perform job-related tasks other than those specifically presented in this job description. The incumbent will perform all other duties and tasks as assigned, for example but not limited to covering for colleagues during their absence, or cross-functional work as needed.

MicroTransponder, Inc. is an equal opportunity employer. MicroTransponder, Inc. is committed to equal treatment and opportunity in all aspects of recruitment, selection, and employment without regard to gender, race, religion, national origin, ethnicity, disability, gender identity/expression, sexual orientation, veteran or military status, or any other category protected under the law.

MicroTransponder provides a comprehensive benefits program to employees. It includes medical, dental and vision plans along with an FSA. Employees may participate in the company 401(k) plan with company matching. The company offers an unlimited Paid Time Off (PTO) program and approximately 15 paid company holidays per year.