Central Intake, Records & QA Coordinator

The Central Intake, Records & QA Coordinator is responsible for supporting centralized intake operations, managing clinical documentation workflows, and assisting with hospice quality assurance auditing activities. This role serves as the primary point person for PointClickCare (PCC) document uploads, medical record retrieval, EMR document transitions, and designated QA hospice chart audits, while also functioning as a backup to the Central Intake team for referral coordination. The position plays a critical role in maintaining regulatory compliance, continuity of care, documentation accuracy, and efficient patient onboarding across a multi-state service area.

PCC Document Management 

• Upload patient visit documentation, orders, and clinical records into PCC in a timely and accurate manner 
• Ensure all documents are properly indexed, labeled, and associated with the correct patient record 
• Perform quality checks to confirm document completeness and legibility 
• Maintain facility-specific and agency timelines and process expectations for document retrieval and uploads, ensuring alignment with each facility’s workflow requirements and service level agreements 

EMR Document Transitions 

• Facilitate transfer of documentation between external systems (e.g., PCC) and internal EMR (MatrixCare) 
• Ensure accurate reconciliation of documents during admissions, transfers, and care transitions 
• Track outstanding documentation and follow up with facilities, clinicians, and referral sources 
• Support timely availability of records for clinical decision-making and regulatory review 

Medical Record Retrieval 

• Act as the primary liaison for obtaining medical records from hospitals, SNFs, physicians, and other referral sources 
• Monitor and track outstanding record requests to ensure completion prior to or shortly after admission 
• Escalate delays or barriers impacting intake timeliness or compliance requirements 
• Maintain organized tracking logs for audit readiness 

Central Intake Support (Backup Role) 

• Provide backup support to Central Intake during high-volume periods or staffing gaps 
• Assist with referral processing, including: o Receiving and organizing referral documentation via Microsoft Teams 
  • Verifying completeness of referral packets 
  • Routing referrals to appropriate clinical and operational teams 
• Communicate effectively with intake staff, clinicians, and leadership regarding referral status 

Quality Assurance & Hospice Record Audits 

• Perform assigned hospice QA chart audits to ensure documentation accuracy, completeness, and regulatory compliance 
• Review records for required documentation elements including physician orders, consents, visit documentation, care plans, and interdisciplinary documentation 
• Identify missing, incomplete, or non-compliant documentation and communicate findings to appropriate leadership 
• Track audit findings and support corrective action follow-up activities 
• Collaborate with clinical leadership and education 

• Current, unrestricted Licensed Practical Nurse (LPN) or Registered Nurse (RN) license in good standing required 
• Multi-state compact licensure preferred 
• Associate’s or Bachelor’s degree 
• Minimum 1–3 years of experience in hospice, home health, intake, clinical records, or quality assurance preferred 
• Experience with hospice documentation standards, interdisciplinary coordination, and regulatory compliance strongly preferred 
• Prior experience with centralized intake, referral management, or medical record auditing preferred