Full Time Intake Coordinator

This position is responsible for managing the intake process from referral through admission by coordinating patient information, verifying eligibility, ensuring documentation is complete, and communicating with clinical staff to facilitate timely patient admissions while maintaining compliance with federal, state, and agency regulations. Receive and process referrals from physicians, hospitals, skilled nursing facilities, case managers, and other referral sources.

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Position Summary


The Intake Coordinator serves as the first point of contact for referral sources, patients, and healthcare providers. This position is responsible for managing the intake process from referral through admission by coordinating patient information, verifying eligibility, ensuring documentation is complete, and communicating with clinical staff to facilitate timely patient admissions while maintaining compliance with federal, state, and agency regulations.


Essential Duties and Responsibilities

• Receive and process referrals from physicians, hospitals, skilled nursing facilities, case managers, and other referral sources.
  
  
• Review referral documentation for completeness and accuracy.
  
  
• Verify patient demographics, insurance coverage, and eligibility for home health services.
  
  
• Coordinate with physicians to obtain required orders, certifications, and supporting documentation.
  
  
• Communicate with patients and families regarding admission scheduling and agency services.
  
  
• Collaborate with Clinical Managers and field clinicians to coordinate timely patient admissions.
  
  
• Enter referral and patient information accurately into the electronic medical record (EMR) system.
  
  
• Maintain ongoing communication with referral sources regarding admission status.
  
  
• Monitor pending referrals and follow up on outstanding documentation.
  
  
• Ensure all intake documentation complies with Medicare, Medicaid, HIPAA, and agency policies.
  
  
• Maintain accurate records of referral activity and admission outcomes.
  
  
• Assist with authorization requests and insurance verification when required.
  
  
• Coordinate with scheduling staff to ensure appropriate clinician assignment.
  
  
• Provide exceptional customer service to patients, families, referral partners, and internal staff.
  
  
• Participate in quality improvement initiatives and departmental meetings.
  
  
• Perform other duties as assigned by management.
  
  

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
  
  
• Minimum of one (1) year of healthcare intake, admissions, scheduling, or customer service experience preferred.
  
  
• Home Health or Hospice experience strongly preferred.
  
  
• Knowledge of Medicare, Medicaid, and commercial insurance guidelines preferred.
  
  
• Experience with EMR systems and Microsoft Office Suite.
  
  
• Excellent verbal and written communication skills.
  
  
• Strong organizational skills with the ability to multitask in a fast-paced environment.
  
  
• Ability to maintain confidentiality and comply with HIPAA regulations.
  
  
• Strong attention to detail and problem-solving abilities.
  
  

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal skills.
  
  
• Ability to prioritize multiple referrals while meeting deadlines.
  
  
• Strong telephone etiquette and professional communication.
  
  
• Ability to work independently and collaboratively with interdisciplinary teams.
  
  
• Proficiency in data entry and documentation accuracy.
  
  
• Knowledge of medical terminology preferred.
  
  
• Ability to adapt to changing priorities and maintain a positive attitude.
  
  

Physical Requirements

• Prolonged periods of sitting and working at a computer.
  
  
• Frequent use of telephone and office equipment.
  
  
• Ability to occasionally lift up to 20 pounds.
  
  
• Ability to perform repetitive hand and wrist movements for keyboard use.
  
  

Work Environment

• Office-based position within a hospice agency.
  
  
• Standard business hours with occasional overtime as needed.
  
  
• Frequent interaction with physicians, hospitals, referral sources, patients, families, and agency staff.
  
  

Performance Expectations

• Process referrals accurately and efficiently.
  
  
• Maintain high patient satisfaction through excellent customer service.
  
  
• Ensure timely admissions and communication with referral sources.
  
  
• Meet agency productivity and quality standards.
  
  
• Maintain compliance with all regulatory and agency requirements.