Intake Manager

Position Summary

Eternal Homecare is seeking a highly organized, proactive, and results-driven Intake Manager to lead and optimize all patient intake, referral, and admissions operations for our Licensed Home Care Services Agency (LHCSA). This leadership role is responsible for managing the full intake lifecycle—from referral receipt and insurance authorization through Start of Care (SOC)—while ensuring regulatory compliance, documentation accuracy, and exceptional patient experience.

The Intake Manager serves as the operational bridge between referral sources, patients/families, clinical teams, payors (MLTC/Medicaid/Managed Care), and billing. This position directly impacts agency growth, census development, revenue capture, and compliance performance.

The ideal candidate brings strong homecare or healthcare intake experience, EMR proficiency, insurance authorization knowledge, and the ability to manage high volumes in a fast-paced environment.

Key ResponsibilitiesIntake & Admissions Operations

• Lead all intake workflows including referral processing, eligibility verification, intake documentation, and admissions coordination
• Manage daily referral pipeline to ensure timely conversion to Start of Care (SOC)
• Oversee patient registration, scheduling, and onboarding processes
• Ensure all required clinical, demographic, and authorization documentation is obtained prior to SOC
• Track referral outcomes and conversion rates to drive census growth

Insurance Verification & Authorizations

• Verify Medicare, Medicaid, MLTC, Managed Care, Private Pay, Workers’ Compensation, and No-Fault benefits
• Obtain authorizations and service approvals in collaboration with payors and case managers
• Confirm CPT/HCPCS coding accuracy for billing readiness
• Ensure claims readiness and reduce authorization denials

Compliance & Documentation

• Maintain strict HIPAA compliance and patient confidentiality standards
• Ensure intake processes align with NYS DOH, LHCSA, and payer regulations
• Conduct documentation audits to ensure completeness and accuracy
• Maintain survey-ready records and support internal quality assurance initiatives

Systems & Data Management

• Utilize and manage EMR/EHR platforms including InflowCare, Visiting Aid, Bolt, or similar homecare systems
• Maintain accurate patient records and real-time data entry
• Generate intake metrics and reports (referrals, SOCs, conversion rates, turnaround times)
• Identify workflow improvements to enhance efficiency and reduce delays

Team Leadership & Collaboration

• Supervise and train intake coordinators or administrative support staff
• Serve as primary point of contact for referral sources, families, and clinical staff
• Collaborate with Nursing, Scheduling, Billing, and Marketing teams to ensure seamless patient flow
• Support agency growth initiatives by improving intake responsiveness and service delivery

Administrative & Customer Service

• Manage multi-line phone systems and inbound referral calls professionally
• Provide exceptional service to patients, families, hospitals, and community partners
• Perform clerical tasks including filing, data entry, record management, and correspondence
• Maintain a professional and welcoming front-office presence

Required Qualifications

• 3–5 years of healthcare or homecare intake/admissions experience
• 1–2 years of supervisory or team lead experience preferred
• Experience with Medicaid, MLTC, Medicare, and managed care insurance verification
• Strong knowledge of CPT, ICD-10, and medical terminology
• Experience with EMR/EHR systems (InflowCare, Visiting Aid, Epic, Athenahealth, Meditech, etc.)
• Working knowledge of HIPAA and health information management standards
• Strong organizational and multitasking abilities in a high-volume environment
• Proficiency in Microsoft Office (Excel, Word, reporting tools)
• Excellent communication, problem-solving, and customer service skills

Preferred Qualifications

• Homecare or LHCSA experience strongly preferred
• Familiarity with NYS homecare regulations and authorizations
• Bilingual highly desirable
• Experience with scheduling or coordination in home health or community-based services
• Experience with intake metrics reporting and performance dashboards

Pay: From $65,000.00 per year

Benefits:

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

Education:

• Bachelor's (Preferred)

Experience:

• Homecare Intake Management: 3 years (Required)

Work Location: In person

Salary : $65,000