PRN Intake Data Entry Specialist – Referral Management & Patient Services Role at arenaflex

Why Join arenaflex?

At arenaflex, we are at the forefront of delivering compassionate, high‑quality healthcare services to communities across the region. Our mission is to empower patients, families, and healthcare providers with seamless, reliable support from the moment a referral is received until the patient’s successful transition home. As a growing organization committed to innovation, integrity, and inclusivity, arenaflex offers an environment where every team member can thrive, make a tangible impact, and advance their professional journey.

Position Overview

The PRN Intake Data Entry Specialist is a critical member of the intake team, responsible for accurately processing referrals, maintaining clear communication channels, and upholding the high standards of service that define arenaflex. This part‑time, as‑needed (PRN) role blends meticulous data entry with strong interpersonal skills, ensuring that each referral moves smoothly through our electronic health record (EHR) system and that patients and providers receive timely, accurate information.

Key Responsibilities

• Referral Processing (40% of time)
  • Receive referrals via phone, fax, or electronic transmission and create a corresponding electronic file in the HCHB system within established turnaround times.
  • Conduct thorough checks for completeness; liaise with liaisons, intake nurses, and referral sources to obtain missing data.
  • Enter large volumes of complex statistical and clinical information with speed, precision, and attention to detail.
  • Monitor weekend and holiday admission/readmission packets, confirming that all documentation is complete before the episode is initiated.
• Communication & Customer Service (20% of time)
  • Answer inbound calls from referral sources, patients, and families when the primary nurse is unavailable, delivering courteous and accurate information.
  • Relay anticipated discharge dates and post‑discharge service needs to appropriate arenaflex personnel promptly.
  • Clarify physician orders or referral details, documenting any amendments in the system.
  • Share ideas for process improvements with the Intake Manager and follow through on agreed‑upon changes.
• Productivity & Time Management (30% of time)
  • Maintain daily updates in Forcura for all pending referrals, ensuring status visibility for the entire team.
  • Process referrals into the EMR without backlog, aiming for zero complaints regarding phone responsiveness.
  • Adhere to scheduled work hours, returning promptly from breaks, meals, and errands to sustain departmental momentum.
  • Assist teammates during peak periods, demonstrating flexibility and a collaborative mindset.
• Teamwork, Mission Alignment & Values (10% of time)
  • Exhibit professionalism in interactions with co‑workers, supervisors, physicians, and external partners.
  • Uphold confidentiality and HIPAA compliance in every communication and documentation activity.
  • Manage stress constructively, maintaining a positive attitude that contributes to a supportive work culture.
  • Present a neat, professional appearance and keep the work area organized and inviting.

Performance Metrics

• Accuracy rate of data entry: ≥ 99%.
• Referral turnaround time: 95% of referrals entered within the established time frame.
• Customer satisfaction score for phone interactions: 4.5/5 or higher.
• Zero unresolved complaints related to timeliness or communication.
• Attendance and punctuality: meeting or exceeding scheduled hours with minimal unplanned absences.

Essential Qualifications

• Education: High School Diploma or GED. Additional coursework or an associate degree in health administration, medical terminology, or a related field is a plus.
• Experience: Minimum of two (2) years of computer‑based work experience, preferably within a healthcare setting. Prior exposure to medical insurance verification, patient registration, or physician liaison roles is highly valued.
• Technical Skills:
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
  • Demonstrated ability to navigate and document in electronic health records (EHR), with a strong preference for experience in HCHB or similar platforms.
  • Comfortable using telephone systems, email, and basic office equipment.
• Interpersonal Skills: Outstanding written and verbal communication, active listening, and the ability to build rapport with patients, families, clinicians, and referral partners.
• Physical Requirements: Ability to sit or stand for extended periods, perform occasional stooping, bending, and handle typical office equipment (computer, phone, scanner).
• Mental & Sensory Requirements: Capable of managing stressful situations, prioritizing competing tasks, and maintaining visual acuity, hearing, and clear speech for effective communication.

Preferred Qualifications (What Sets You Apart)

• Certification in Medical Billing & Coding (CPC, CCS) or a related credential.
• Experience with call center software or customer relationship management (CRM) tools.
• Demonstrated knowledge of Medicaid, Medicare, and private insurance verification processes.
• Advanced training in HIPAA compliance and data privacy best practices.
• Fluency in a second language (Spanish, Mandarin, etc.) to better serve diverse patient populations.

Core Competencies for Success

• Attention to Detail: Ability to spot inconsistencies and correct them before they affect downstream processes.
• Time Management: Skillful at juggling multiple referrals, phone calls, and administrative tasks simultaneously.
• Problem Solving: Proactively identifies gaps in referral information and resolves them through effective communication.
• Team Orientation: Willingness to step in and support teammates during high‑volume periods.
• Adaptability: Comfortable navigating changing schedules, workflow adjustments, and evolving technology platforms.

What You’ll Gain Working at arenaflex

• Professional Development: Access to tuition reimbursement, on‑the‑job training, and certifications relevant to health information management.
• Career Pathways: Clear advancement routes to senior data specialist, intake coordinator, or health services manager positions.
• Mentorship Culture: Pairing with seasoned intake nurses and IT professionals who will guide your growth.
• Flexible Scheduling: As a PRN role, you have the ability to work variable hours that fit your lifestyle while supporting critical team needs.
• Comprehensive Benefits (for eligible PRN staff): Competitive hourly wage, paid time off accruals, health, dental, and vision insurance options, retirement savings plan, employee assistance program, and wellness incentives.
• Inclusive Environment: arenaflex celebrates diversity and fosters a respectful workplace where every voice is heard.

Work Environment & Culture

Our intake department operates out of a modern, ergonomically designed office located in a central community hub. The space features collaborative workstations, quiet zones for focused data entry, and a warm reception area where you’ll greet callers and referral partners. arenaflex encourages a culture of continuous improvement—team members are invited to share feedback during regular huddles, and innovations are recognized through an employee‑spotlight program.

Compensation & Perks

While exact compensation will be discussed during the interview process, arenaflex offers a market‑aligned hourly rate that reflects your experience, expertise, and the critical nature of the role. Additional perks include:

• Employee discount programs for fitness centers, local retailers, and health‑related services.
• Quarterly team‑building events and community service outings.
• Free access to continuing education webinars and conferences.
• Recognition awards for outstanding accuracy, customer service, and teamwork.

How to Apply

If you are a detail‑oriented, compassionate professional who thrives in a fast‑paced healthcare environment, we invite you to join the arenaflex family. Bring your expertise to a team that values precision, empathy, and collaboration, and help us deliver the highest level of service to our patients every day.

Apply Now and start your rewarding journey with arenaflex today!