Order Entry Specialist

Location: Remote
8-4:30pm(EST)

Position Summary
The Order Entry Specialist is a member of Intake's centralized Order Entry team, the front door for every referral we receive. This role reviews incoming prescription orders and referral documents for accuracy and completeness, enters orders into the patient record, manages the centralized fax and document queue, and resolves orders that automated tools route for human review. The Order Entry Specialist ensures each referral is accurate, complete, and ready to move through Intake quickly, directly supporting timely patient access to therapy.

This is a production-based role with daily turnaround, accuracy, and productivity standards. It is well suited to someone who is detail oriented, comfortable working a high-volume queue, and motivated to learn specialty infusion. Infusion experience is preferred but not required; full training is provided.

Essential duties and responsibilities
The essential functions include, but are not limited to the following:
Order Review and Entry

• Review incoming referrals and prescription orders for accuracy and completeness, including patient demographics, medication, dose, route, frequency, duration, diagnosis (ICD-10), and prescriber signature, date, and NPI.
• Accurately enter new, renewal, and updated orders into the patient record system, and upload and index supporting documents to the correct patient.
• Confirm required referral elements are present (orders, insurance information, clinical documentation, labs, and therapy-specific requirements) before releasing the referral to Intake for processing.
• Identify missing or incomplete referral elements, document them using standard reason codes, and route them to the provider/patient navigator team.
• Identify expired, expiring, or unclear orders and escalate per workflow so that new or corrected orders can be obtained.
• Meet established turnaround time, accuracy, and productivity standards.

Document and Fax Management

• Monitor and manage the centralized fax queue and electronic document inboxes; classify, index, and route documents to the correct patient record and team in a timely manner.
• Ensure every document received is assigned and actioned, and follow up on items that fall outside turnaround standards.
• Handle protected health information in accordance with HIPAA and company policy.

Technology-Enabled Order Processing

• Work orders and documents routed as exceptions by automated and AI-supported order entry tools; validate, correct, and complete the entry.
• Review automated entries for accuracy as part of quality checks, and flag recurring errors or patterns to leadership to help improve the tools.
• Adopt new systems, workflows, and tools as the order entry process evolves.

Additional duties

• Partner with patient navigators, leads, Sales, and Operations to clarify order questions and support clean handoffs.
• Participate in quality audits, daily huddles, and process improvement efforts.
• Support training of new team members once proficiency is established.

Qualifications
Required

• High school diploma or equivalent.
• Minimum 1 year of experience in a healthcare setting (physician office, hospital, pharmacy, infusion center, or health plan) in a role involving patient registration, medical records, order processing, or insurance data entry.
• Working knowledge of medical terminology and the ability to read and interpret prescription orders and clinical documentation.
• Strong accuracy and attention to detail in a high-volume, production-based environment.
• Strong computer skills, including navigating multiple systems at once, fast and accurate typing, and proficiency with Microsoft Office.
• Ability to prioritize a work queue, meet daily turnaround goals, and work both independently and as part of a team.
• Clear and professional written and verbal communication.

Preferred

• Experience in specialty pharmacy, home infusion, ambulatory infusion, or specialty referral intake.
• Familiarity with infusion and specialty therapies and their order requirements.
• Knowledge of ICD-10 and HCPCS codes and general payer requirements.
• Experience with EHR, pharmacy, or document management systems (WeInfuse experience a plus).
• Experience working exception queues alongside automated or AI-supported tools.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions
While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.