About Us Prevounce Health is a leader in remote care management, revolutionizing healthcare delivery to improve patient outcomes and lower costs. Founded by a multidisciplinary team of physicians, practice managers, and healthcare technology experts, Prevounce empowers clinical teams with intuitive software and patient-centered services. We are dedicated to making preventive, continuous care accessible, efficient, and impactful for providers and patients alike. At Prevounce, we prioritize innovation, collaboration, and exceptional service. Join our growing team and help us transform how chronic condition care is delivered across the nation. Position Overview The Manager of Program Intake Coordination provides day-to-day leadership and operational oversight for Prevounce Health's team of Program Intake Coordinators. This position is responsible for ensuring timely and accurate referral processing, patient outreach, program education, consent collection, onboarding, EMR communication, and assignment to the appropriate Care Manager. The Manager will lead team performance, monitor enrollment and workflow metrics, establish consistent processes, coach employees, and ensure that patient handoffs are completed accurately and efficiently. This individual will serve as the primary operational resource for the Program Intake Coordination team and collaborate closely with Care Management, Billing, Client Success, and healthcare practice partners. The ideal candidate is a hands-on leader with experience managing healthcare operations, patient enrollment, call center, or intake teams. This individual should be comfortable using performance data to guide decisions while maintaining a patient-centered and supportive leadership approach.

Key Responsibilities Team Leadership and Supervision:

Provide direct supervision, coaching, support, and performance management for Program Intake Coordinators. Set clear expectations and reinforce accountability for productivity, quality, attendance, communication, and compliance.

Enrollment Performance:

Monitor patient outreach activity, response rates, consent completion, enrollment conversion, and other established performance indicators. Identify barriers and implement strategies to improve patient engagement and program participation.

Workflow Oversight:

Oversee daily referral, intake, enrollment, and onboarding workflows across RPM, CCM, and APCM programs. Ensure eligible patients progress through the intake process accurately and within established timeframes.

Work Assignment and Capacity Management:

Distribute work across the team based on patient volume, clinic priorities, employee capacity, and operational needs. Adjust assignments and staffing coverage to prevent delays or workflow backlogs.

Quality Assurance:

Conduct routine audits of patient records, consent documentation, outreach activity, platform tasks, and EMR communications. Provide timely feedback and corrective coaching when errors or performance gaps are identified.

Training and Development:

Lead onboarding and ongoing training for Program Intake Coordinators. Maintain current training materials, workflows, scripts, and reference resources to support consistent performance across the team.

Performance Reporting:

Develop and maintain regular reports related to outreach volume, enrollment results, workflow completion, team productivity, quality, and outstanding tasks. Communicate trends, risks, and recommended solutions to Care Management leadership.

Patient Outreach Support:

Assist with escalated or complex patient conversations, including questions related to program participation, insurance, potential costs, monitoring expectations, consent, and care team communication.

EMR and Platform Management:

Ensure consistent monitoring and accurate documentation within the Prevounce Platform Task Manager, EMR portals, and clinic tracking tools. Confirm that clinical messages, referrals, and platform tasks are addressed within established service expectations.

Care Team Coordination:

Ensure enrolled patients are assigned promptly to the appropriate Care Manager and that all required information is available for a smooth, accurate handoff.

Practice and Provider Support:

Partner with healthcare practices and internal teams to resolve referral issues, clarify intake requirements, address workflow concerns, and support successful program implementation.

Process Improvement:

Evaluate current workflows and recommend improvements that increase enrollment, reduce errors, strengthen accountability, and improve the patient and practice experience.

Policy and Compliance:

Ensure team activities comply with HIPAA, company policies, applicable healthcare requirements, and established documentation standards.

Operational Support:

Maintain the ability to perform Program Intake Coordinator responsibilities and provide direct workflow support during periods of increased volume, staffing shortages, or other operational needs. Required Qualifications High school diploma or equivalent required; associate or bachelor's degree in healthcare administration, business, management, or a related field preferred. Three or more years of experience in healthcare operations, patient intake, patient enrollment, care coordination, medical office operations, call center leadership, or a related environment. One or more years of direct supervisory, team lead, training, or performance-management experience required. Demonstrated ability to manage productivity goals, quality standards, competing priorities, and high-volume workflows. Experience reviewing performance data and using metrics to coach employees and improve team outcomes. Strong knowledge of patient outreach, enrollment, referral processing, consent documentation, and healthcare workflow coordination. Proficiency with electronic medical records, clinical messaging portals, task-management systems, spreadsheets, and reporting tools. Excellent verbal and written communication skills, including the ability to explain healthcare programs and financial or insurance considerations clearly and compassionately. Strong leadership, organization, critical-thinking, and problem-solving skills. High attention to detail and the ability to maintain accurate records while managing multiple priorities. Ability to manage sensitive patient and employee information with professionalism and confidentiality. Preferred Qualifications Active Certified Medical Assistant (CMA/RMA), Certified Nursing Assistant (CNA), or other relevant healthcare credential. BSW or MSW Previous experience overseeing Certified Medical Assistants, patient enrollment specialists, intake coordinators, or healthcare call center employees. Familiarity with Remote Patient Monitoring, Chronic Care Management, Advanced Primary Care Management, or other remote care programs. Experience developing workflows, conducting documentation audits, and creating team performance reports. Experience supporting multiple healthcare practices or working in a fast-growing healthcare technology organization. Bilingual English/Spanish communication skills. Core Competencies Accountability and follow-through Clinical judgment and patient focus Leadership and coaching Communication and collaboration Organization and attention to detail Adaptability and problem-solving Quality and results orientation Compliance This position requires full compliance with all applicable local, state, and federal laws and regulations, as well as Prevounce Health policies and procedures. The employee must protect confidential and sensitive information, respect the rights of clients and patients, and perform all duties in a manner consistent with Prevounce Health's mission and values. Prevounce Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without discrimination based on any characteristic protected by applicable law.

Benefits Health Insurance Dental Insurance Vision Insurance Life Insurance Flexible Spending Account Paid Time Off Holiday Pay Pay:

$60,000.00 - $62,000.00 per year

Work Location:

Hybrid remote in Indianapolis, IN 46226