Patient Intake & Strategic Development Intern

Billet Health is seeking a professional, compassionate, and highly organized Patient Intake & Strategic Development Intern to support our patient acquisition and appointment-scheduling process.

This intern will serve as one of the first points of contact for prospective patients who request information through Billet Health’s online advertising campaigns and digital forms. The intern will promptly contact leads, gather the information required for intake, verify insurance eligibility and benefits, and help qualified patients schedule appointments with the appropriate Billet Health provider or service location.

This position offers hands-on experience in healthcare administration, patient access, lead management, insurance verification, customer service, and strategic growth.

Primary Responsibilities Lead Follow-Up and Patient Communication

• Respond promptly to prospective patients generated through online advertisements, website forms, social media campaigns, and other digital channels.


• Contact new leads by telephone, text message, and email using approved Billet Health communication procedures.


• Make multiple follow-up attempts according to the established lead-response process.


• Speak with prospective patients professionally, compassionately, and respectfully.


• Answer general questions about Billet Health’s services, providers, locations, and appointment process.


• Identify the service or location that best matches each prospective patient’s needs.


• Escalate clinical, urgent, or complex questions to the appropriate licensed or authorized team member.


• Document every contact attempt, conversation, outcome, and required follow-up.

Patient Intake

• Collect required demographic, contact, referral, and insurance information.


• Confirm that patient information is complete and accurate before proceeding with verification or scheduling.


• Enter patient and lead information into the approved CRM, electronic health record, scheduling platform, or intake system.


• Request necessary documents, such as insurance cards, identification, referrals, or provider orders, when applicable.


• Protect patient privacy and follow all HIPAA, confidentiality, and information-security requirements.

Insurance Eligibility and Benefits Verification

• Verify insurance eligibility and applicable benefits using approved payer portals, systems, or established office procedures.


• Confirm whether Billet Health and the appropriate provider or service location participate with the patient’s insurance plan.


• Identify available information regarding referrals, prior authorization requirements, copayments, deductibles, or other coverage conditions.


• Accurately document verification findings in the appropriate system.


• Communicate general verification results using approved language without guaranteeing payment or final coverage.


• Refer coverage questions, authorization issues, and uncertain eligibility results to the designated billing, intake, or management team.


• Follow up on missing insurance information or documentation when directed.

The intern will help verify eligibility and benefits but will not determine coverage, approve claims, guarantee payment, or independently make clinical or insurance-authorization decisions.

Appointment Scheduling

• Schedule eligible patients with the appropriate provider, location, and appointment type.


• Confirm appointment dates, times, locations, arrival instructions, and required documentation.


• Send appointment confirmations and reminders according to Billet Health procedures.


• Help patients resolve nonclinical scheduling barriers when possible.


• Notify the appropriate team member of urgent scheduling concerns or special circumstances.


• Follow up on incomplete bookings, cancellations, and rescheduling needs.


• Maintain accurate appointment and lead-conversion records.

Strategic Development Support

• Track lead volume, response time, contact rate, insurance-verification status, appointment bookings, and lead outcomes.


• Maintain organized lead pipelines and follow-up lists.


• Identify recurring patient questions and obstacles affecting appointment conversion.


• Help prepare basic reports regarding lead sources, conversion rates, scheduling results, and unresolved leads.


• Provide feedback that may help Billet Health improve advertising, intake procedures, and the prospective-patient experience.


• Support additional strategic-development, patient-access, and outreach projects as assigned.

Qualifications

• Currently pursuing or recently completed a degree in healthcare administration, business, marketing, communications, public health, or a related field.


• Strong telephone, written, and interpersonal communication skills.


• Compassionate and professional when speaking with patients and families.


• Comfortable making outbound calls and following up consistently.


• Strong attention to detail and ability to enter information accurately.


• Able to manage multiple leads, priorities, and follow-up deadlines.


• Comfortable learning CRM, scheduling, electronic health record, and insurance-verification systems.


• Able to maintain confidentiality and handle sensitive patient information appropriately.


• Dependable, organized, proactive, and receptive to coaching.


• Previous customer service, medical office, scheduling, sales, or call-center experience is helpful but not required.


• Bilingual communication skills are a plus.

Training and Supervision
The selected intern will receive training in:

• Billet Health’s services and locations


• Patient intake and scheduling procedures


• Lead-management and follow-up standards


• CRM and scheduling systems


• Insurance eligibility and benefits verification


• HIPAA, patient privacy, and information security


• Professional healthcare communication


• Escalation procedures and role boundaries

All patient intake, insurance-verification, and scheduling work will be completed under the supervision of an authorized Billet Health team member. System access will be limited to the information necessary to perform assigned responsibilities.

Measures of Success
Performance may be evaluated using:

• Speed of initial lead response


• Percentage of leads successfully contacted


• Accuracy and completeness of intake records


• Completion of insurance eligibility verification


• Number and percentage of qualified leads scheduled


• Follow-up completion and documentation


• Appointment show rate


• Professionalism and patient experience


• Compliance with HIPAA and Billet Health procedures

What the Intern Will Gain

• Practical experience within a growing, multi-service healthcare organization


• Training in patient intake, insurance verification, and appointment scheduling


• Experience managing leads generated through digital advertising


• Exposure to healthcare marketing, patient acquisition, and strategic development


• Experience using healthcare, CRM, and scheduling platforms


• Professional mentorship and measurable experience that can be included on a résumé

Important Compliance Expectations
The intern must complete all required privacy, HIPAA, system-security, and position-specific training before accessing protected health information or contacting prospective patients. The intern may not provide medical advice, interpret insurance coverage beyond authorized verification information, guarantee payment, or independently make clinical, coverage, or authorization decisions.

Billet Health is an equal opportunity employer and is committed to maintaining a professional, inclusive, and respectful workplace.