Intake Coordinator (Home Care)

Overview
Join our dedicated healthcare team as an Intake Coordinator specializing in Home Care services! In this vital role, you will be the first point of contact for patients seeking home health services, ensuring a smooth and compassionate intake process. The Intake Coordinator is responsible for managing the intake and referral process from initial inquiry through admission, ensuring timely, accurate, and compliant processing of all client referrals. The Intake Coordinator serves as a liaison between referral sources, clients, families, scheduling staff, and agency leadership while supporting census growth and operational efficiency.

POSITION TITLE: Intake Coordinator

QUALIFICATIONS: A track record of experience in the Home Care field.

POSITION SUMMARY: Evaluate, monitor, plan, administer and direct the intake process while displaying sound judgement while entering, verifying, and updating patient information.

SKILL REQUIREMENTS

• Must enjoy working with people and building relationships with clients, families, referral sources, and community partners.
• Strong communication skills, both written and verbal, with the ability to communicate professionally and compassionately.
• Excellent customer service and client engagement skills.
• Strong analytical, problem-solving, and critical-thinking abilities.
• Strong organizational and time management skills; must be able to manage multiple referrals, deadlines, and priorities simultaneously.
• Ability to work independently while also collaborating effectively within a team environment.
• Ability to learn quickly and perform efficiently in a fast-paced, deadline-driven environment.
• Detail-oriented with a high level of accuracy and attention to detail; errors in intake documentation, authorizations, or client records are not acceptable.
• Strong follow-up and persistence skills to obtain required documents, physician orders, authorizations, and referral information.
• Ability to maintain confidentiality and comply with HIPAA and agency policies.
• Must be ethical, dependable, and demonstrate strong professional values and integrity.
• Strong interpersonal skills with the ability to work effectively with individuals from diverse cultural, linguistic, and socioeconomic backgrounds.
• Ability to manage challenging situations professionally while maintaining a positive customer experience.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and electronic medical record (EMR) systems.
• Ability to accurately enter, track, and manage client information, referrals, authorizations, and intake documentation.
• Strong technical competency and ability to learn agency software systems quickly.
• Ability to identify barriers to admission and proactively work toward timely resolution.
• Knowledge of Medicaid waiver programs, home care services, insurance authorization processes, ICD 10, or healthcare intake procedures is preferred.

Essential Duties & Responsibilities

• Answer and respond to all calls, emails, and referral inquiries promptly in accordance with company policies.
• Receive, process, and enter all referral, demographic, insurance, and intake information accurately into the agency's electronic systems.
• Complete intake documentation and route referrals for clinical and administrative approval as required.
• Establish and maintain positive relationships with referral sources, hospitals, physicians, case managers, insurance companies, and community partners.
• Coordinate skilled nursing and unskilled service referrals and communicate approved cases to the scheduling team for staffing.
• Track service authorizations, reauthorizations, physician orders, and ICD diagnosis codes to ensure uninterrupted services and reimbursement.
• Communicate with clients and families regarding intake, admissions, authorizations, and service-related matters.
• Maintain accurate referral, authorization, hospitalization, discharge, and census tracking reports.
• Take marketing initiatives, referral development activities, community outreach, and follow-up with potential referral sources.
• Provide weekly intake and referral reports to management.
• Maintain compliance with all company policies, payer requirements, and applicable state and federal regulations.
• Perform other duties as assigned by management.

Performance Standards

• Maintain a minimum 98% accuracy rate in referral processing, data entry, and authorization tracking.
• Ensure all referrals and intake documentation are processed timely and accurately.
• Respond to inquiries, issues, and requests within 4–24 hours, depending on urgency.
• Maintain accurate authorization and referral tracking to prevent service interruptions and payment denials.
• Meet all deadlines related to admissions, authorizations, reauthorizations, and reporting.
• Demonstrate professionalism, reliability, flexibility, and strong customer service skills.
• Effectively prioritize workload and manage multiple tasks in a fast-paced environment.
• Adhere to all company policies, procedures, and quality assurance standards.
• Contribute to census growth through effective referral management and relationship building.

Pay: $21.00 - $22.00 per hour

Benefits:

• Disability insurance
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person

Salary : $21 - $22