Surgical Intake Specialist

Surgical Intake Specialist – Epic Pain Management
San Antonio, TX | Full-Time

About Us
Epic Pain Management is committed to providing compassionate, high-quality care through innovative pain management solutions. We strive to make every patient experience seamless, supportive, and empowering—from the first call to the last follow-up.

We are looking for a Surgical Intake Specialist to join our team and assist patients throughout the surgical and procedural intake process. This role is vital in ensuring patients are properly prepared for their procedures, required documentation is complete and accurate, and communication between patients, providers, and clinical teams remains timely and coordinated. 

Why Join Epic?
At Epic, your work directly impacts patient safety, comfort, and outcomes—especially in our procedural and surgical settings. You’ll join a collaborative and supportive team dedicated to expanding access to exceptional interventional pain care.

Benefits include:

• PTO, paid holidays, and 401(k) with a 4% employer match
• 80% employer-paid medical insurance for employees, plus low-cost dental, vision, and family coverage options
• Pet insurance, legal insurance, identity theft protection, travel insurance, and employee discount programs
• The opportunity to make a meaningful impact in patients’ lives
  

Key Responsibilities

• Serve as a primary point of contact for patients throughout the surgical and procedural intake process
• Answer patient calls, return voicemails, and respond to inquiries with professionalism, compassion, and urgency
• Review and process surgical and procedural referrals, ensuring all required information and documentation are complete and accurate
• Complete patient intake for recommended surgical and interventional procedures
• Review patient charts for required orders, medical records, imaging, testing, medical clearances, and other supporting documentation
• Contact patients to obtain missing information or documentation necessary to move their case forward
• Coordinate surgical and procedural scheduling with patients, providers, clinical staff, and procedure teams
• Schedule and confirm procedures and communicate appointment details and preparation requirements to patients
• Provide patients with clear pre-procedure instructions and information regarding next steps in both English and Spanish
• Follow up on pending surgical cases and outstanding requirements to prevent unnecessary delays in patient care
• Coordinate with authorization and insurance teams regarding information required for procedure approval
• Maintain accurate and timely documentation in the electronic health record (EHR) system (Athenahealth)
• Communicate effectively with patients, healthcare providers, Medical Assistants, and administrative staff to ensure coordinated care
• Handle medical records and patient information in accordance with HIPAA requirements
• Escalate clinical questions, patient concerns, or scheduling barriers to the appropriate team member
• Uphold Epic Pain Management’s standards of professionalism, privacy, accuracy, and compassionate patient care

Requirements

Qualifications & Requirements

• Language: Bilingual in English and Spanish with excellent verbal and written communication skills a plus
• Experience: Prior experience in a medical office, patient intake, surgical scheduling, procedure coordination, referrals, or a related healthcare position is required
• EHR Proficiency: Familiarity with Athenahealth preferred
• Knowledge: Understanding of medical terminology, insurance verification, patient registration, referrals, medical records, and surgical or procedural workflows
• Preferred Experience: Previous experience in pain management, surgery, orthopedics, spine, or another procedural medical specialty is preferred

Skills & Attributes

• Exceptional customer service and interpersonal skills
• Strong attention to detail and organizational skills
• Ability to manage multiple patient cases and competing priorities in a fast-paced environment
• Strong communication and follow-up skills
• Ability to identify missing information and proactively follow through until cases are complete
• Proficiency with Microsoft Office and general office systems
• Ability to communicate professionally with patients, providers, clinical staff, and administrative teams
• Dependable, empathetic, and team-oriented, with a strong commitment to patient-centered care