Virtual Intake Specialist Jobs (NOW HIRING)

JOB DESCRIPTION
Approved Opening Statement
At ROMTech, we are transforming rehabilitation through innovative technology and exceptional patient support. We are committed to helping patients achieve better outcomes through Clinician guided at-home rehab while delivering an outstanding experience throughout their recovery journey.
ROMTech is a medical technology company that has created and patented a revolutionary medical device and telemedical platform which delivers in-home rehabilitative care. Our disruptive technology has proven to yield faster recoveries and better outcomes with unmatched patient compliance. We began in orthopedics and have entered scale-up of our orthopedic business. We are now leveraging our core technology, infrastructure, and first mover position to enter cardiology, followed by other adjacent markets. Having created this new lane, we have a unique opportunity to serve as the global leader in the business, technology, and science of recovery, and to bring life-changing help to many millions of people.
Position Title: Cardiac Intake Specialist
Department: Clinical Services
Reports To: Cardiac Intake Manager
Location / Work Environment: Clearwater Office Environment
Worker Classification: W-2 Employee
FLSA Status: Non-Exempt
Job Level: Standard
Shift: 11:30am - 8:00pm EST
Job Purpose
The Cardiac Intake Specialist plays a critical role in supporting ROMTech's Clinician guided at-home rehab program by coordinating patient scheduling, onboarding, and operational support activities throughout the patient rehabilitation journey. This position ensures a seamless patient experience through effective communication, scheduling coordination, technical support, documentation, and collaboration with clinical and operational teams. The role contributes to patient engagement, continuity of care, clinical efficiency, and positive patient outcomes within ROMTech's virtual cardiac rehabilitation program.
Key Responsibilities
Essential Duties

• Manage patient scheduling activities, including appointment scheduling, rescheduling, and coordination of patient coverage needs.
• Coordinate staffing coverage and scheduling activities to ensure uninterrupted patient support when Cardiac Rehab Specialists (CRSs) are unavailable.
• Collaborate with Cardiac Rehab Specialists, Clinical Leads, Registered Dietitians, Program Liaisons, Nurse Practitioners, Cardiologists, and other stakeholders to support patient care operations.
• Facilitate patient onboarding activities and ensure smooth transitions throughout the rehabilitation program.
• Educate patients regarding program expectations, requirements, schedules, and participation guidelines.
• Support initial patient setup activities, including guidance regarding proper placement and usage of EKG monitors, pulse oximeters, blood pressure cuffs, and related equipment.
• Assist patients with intake surveys and required onboarding documentation.
• Provide first-line technical support during patient sessions and coordinate resolution of technology-related issues.
• Collaborate with Information Technology and operational teams to address technical issues impacting session delivery.
• Develop and support contingency planning efforts related to scheduling disruptions, staffing shortages, and technology challenges.
• Utilize EMR and related systems to accurately document patient interactions, scheduling activities, and patient support needs.
• Maintain HIPAA compliance and patient confidentiality in all activities.
• Support program improvement initiatives and assist in identifying opportunities to increase operational efficiency and patient satisfaction.
• Communicate professionally and effectively with diverse patient populations and interdisciplinary clinical teams.
• Maintain accurate records, documentation, and tracking of patient-related activities.

• Participate in training programs, team meetings, and departmental initiatives.
• Assist with reporting, operational audits, and workflow improvement efforts.
• Support special projects and process enhancement activities.
• Performs other related duties as assigned to support operational and business needs.

• Strong interpersonal and communication skills.
• Excellent customer service and patient engagement abilities.
• Strong organizational and scheduling coordination skills.
• Ability to work effectively in a fast-paced healthcare environment.
• Strong analytical and problem-solving skills.
• Ability to manage multiple priorities simultaneously.
• Experience utilizing Electronic Medical Record (EMR) systems.
• Strong attention to detail and documentation accuracy.
• Basic troubleshooting and technical support skills.
• Proficiency with Microsoft 365 applications and healthcare-related technology platforms.
• Knowledge of HIPAA and patient confidentiality requirements.

• Knowledge of cardiac rehabilitation workflows and patient support processes.
• Familiarity with virtual care, telehealth, or patient monitoring programs.
• Experience supporting multidisciplinary clinical teams.
• Experience with scheduling software and workforce coordination tools.

• Minimum of two (2) years of experience performing scheduling, coordination, patient support, or similar operational responsibilities.
• Minimum of five (5) years of experience as a Medical Assistant or in an equivalent healthcare support role.
• Experience utilizing Electronic Medical Record (EMR) platforms.

• Experience working in a cardiology practice, cardiac rehabilitation environment, or cardiac care setting.
• Experience supporting virtual healthcare or telehealth programs.

• None.

• High School Diploma or equivalent.
• Additional healthcare-related education or training.

• Current Basic Life Support (BLS) certification.

• Medical Assistant certification.
• Additional cardiac care, rehabilitation, or healthcare support certifications.

• Ability to sit at a computer terminal for an extended period.
• Moderate noise (i.e., phone calls, online meetings, computer audio).
• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Regular, predictable attendance is required.
• Must be able to communicate clearly and professionally in both verbal and written formats.
• Must be able to engage in active listening and express ideas effectively in person, by phone, and via virtual meetings.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable accommodation requests must be made in writing by emailing people@romtech.com.