Intake Coordinator

Home Sweet Home

Position Summary

Home Sweet Home is seeking a detail-oriented and compassionate Intake Coordinator to support the referral and admissions process for our home health services. This role is responsible for managing incoming referrals, verifying eligibility, coordinating admissions, communicating with patients and referral sources, and ensuring a smooth and timely start of care process.

The ideal candidate is organized, responsive, customer-service driven, and experienced in healthcare intake, scheduling, or admissions.

Key Responsibilities

Intake & Referral Management

• Receive, process, and track incoming patient referrals from hospitals, physicians, case managers, facilities, and community partners.
• Review referrals for completeness and obtain missing documentation as needed.
• Verify insurance eligibility, benefits, authorizations, and payer requirements.
• Enter patient demographics, referral details, and documentation into the EMR system accurately.
• Coordinate timely admissions and start of care with clinical staff.

Communication & Coordination

• Serve as a primary point of contact for referral sources, patients, families, and internal team members.
• Provide updates regarding referral status, admission scheduling, and documentation needs.
• Coordinate with nursing, therapy, and operations teams to ensure smooth patient transitions into care.
• Maintain professional and responsive communication with all stakeholders.

Compliance & Documentation

• Ensure all intake files meet company standards and regulatory requirements.
• Maintain accurate records of referrals, denials, admissions, and pending cases.
• Assist with physician orders, face-to-face documentation, and required admission paperwork.
• Protect patient confidentiality and maintain HIPAA compliance at all times.

Operational Support

• Assist leadership with intake reports, census updates, and referral tracking metrics.
• Identify workflow improvements to increase efficiency and referral conversion.
• Support office operations and other administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Minimum 1 year of healthcare intake, admissions, scheduling, or medical office experience.
• Strong computer skills and ability to learn EMR systems quickly.
• Excellent communication and customer service skills.
• Strong organizational skills with high attention to detail.

Preferred

• Home health, hospice, or healthcare agency experience.
• Knowledge of Medicare, Medi-Cal, HMO, PPO, and authorization processes.
• Bilingual English/Spanish preferred.

Skills & Competencies

• Intake coordination
• Insurance verification
• Multi-tasking in fast-paced environments
• Strong phone communication
• Time management
• Problem solving
• Documentation accuracy
• Customer service mindset
• Team collaboration

Performance Measures

Success in this role will be measured by:

• Timely processing of referrals
• Conversion of referrals to admissions
• Accuracy of intake documentation
• Positive referral source relationships
• Patient satisfaction during onboarding
• Efficiency and responsiveness
• Compliance with documentation standards

Work Environment

This role is primarily office-based and may require prolonged sitting, computer work, phone communication, and occasional lifting of office materials.