Office Coordinator

Intake Coordinator

We are seeking an organized and proactive Office/Intake Coordinator to manage all aspects of the intake process. You will act as the vital link between hospital discharge planners, physicians, clinicians and patients. Your primary goal is to process referrals efficiently so patients can safely transition to home-based care without delay. Maintain and establish a positive relationship with patient and referral sources. This is an on-site, exempt position with no overtime.

Primary Responsibilities

• Referral Processing: Respond professionally and courteously to incoming calls from patients, families, referral sources, and healthcare providers. Register patients and maintain accurate patient information in the electronic medical record (EMR). Track pending referrals and document all communications and actions in the EMR.
• Data Management: Monitors and responds to the referrals, communicate with physicians, hospitals, case managers, and other providers regarding the referral status and gather patient data. Coordinate with referral sources to obtain missing clinical documentation and physician orders.
• Verification: Verify patient insurance coverage, benefits, authorizations, payer requirements and determine patient eligibility in accordance with agency policies and regulations. Communicate with patients and caregivers to explain services, verify demographic information, and schedule the initial visit. Assist with obtaining prior authorizations and payer approvals when required.
• Care Coordination: Ensure Start of Care (SOC) visits are scheduled within required regulatory and payer timeframes. Identify barriers to admission and collaborate with agency leadership to resolve issues promptly.
• Order Tracking Compliance: Monitors and maintain the orders, physician signatures, orders, and certifications as needed. Ensure compliance with Medicare, Medicaid, commercial payer requirements, HIPAA, and agency policies and privacy regulations.
• Support marketing and business development efforts by providing excellent customer service to referral sources.
• Participate in quality improvement initiatives related to the intake and admission process.
• Perform other duties as assigned by management.

Knowledge and Skills

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Knowledge of Medical Terminology, Medicare, Medicaid, and commercial insurance requirements.
• Familiarity with home health Conditions of Participation and regulatory requirements.
• Experience using Electronic Medical Record (EMR) systems.
• Ability to prioritize work in a fast-paced healthcare environment.
• Strong customer service and problem-solving skills.
• Attention to detail and commitment to maintaining accurate documentation.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to work collaboratively with clinical, administrative, and external healthcare professionals.
• Multi-Lingual – English, Spanish (Preferred)

Education:

• High School Diploma or Equivalent is required; associate or bachelor’s degree in healthcare administration, or a related field is preferred
• Training as a CNA or MA (Medical Assistant) is a plus

Experience:

• Minimum of two (2) years of experience in a healthcare or home health care setting with a focus on patient intake or coordination is preferred.

Benefits:

• Paid Sick time
• Paid Time off
• Health insurance

Runs point on coordination around referrals, intake, patient documents and orders