Intake Coordinator

At ExcelaCare, we believe Home Health care is more than a service—it’s a calling. Every day, our team brings comfort, dignity, and peace of mind to patients and families facing life’s most delicate moments. With compassion at our core, we create a workplace where kindness leads, voices are heard, and every role carries purpose. If you’re looking to make a difference in the lives of others while being part of a team that feels like family, we’d love to welcome you.

Job Summary:

As a Home Health Intake Coordinator, you will be responsible for managing the administrative aspects of the intake process for patients entering hospice care. Working behind the scenes, you will coordinate with marketers and clinical staff to ensure a smooth transition for patients. This role requires meticulous attention to detail, strong organizational skills, and the ability to collaborate effectively with internal teams to facilitate the admissions process.

Essential Functions:

• Patient Referral Management: Receive and review patient referrals from various sources, including hospitals, physicians, and other healthcare providers. Verify referral information, ensuring accuracy and completeness.
• Communication and Collaboration: Communicate with healthcare professionals, patients, and their families to gather necessary information and clarify any discrepancies in the referral process. Collaborate with physicians, nurses, and other healthcare team members to facilitate a seamless transition for patients.
• Documentation and Recordkeeping: Maintain accurate and up-to-date records of all patient information, including demographic details, medical history, insurance information, and authorization forms. Ensure compliance with all relevant healthcare regulations and documentation requirements.
• Insurance Verification: Verify patient insurance coverage and obtain necessary authorizations for healthcare services. Communicate with insurance companies to address any issues or discrepancies in coverage.
• Scheduling and Coordination: Coordinate patient visits and schedules with the healthcare team, ensuring that all parties are informed and prepared for upcoming appointments. Work closely with field staff to ensure timely and efficient delivery of services.
• Educational Support: Provide information and support to patients and their families regarding the healthcare services offered, the intake process, and any other relevant information.
• Quality Assurance: Conduct regular audits of intake documentation to ensure accuracy and completeness. Collaborate with quality assurance teams to identify and address areas for improvement in the intake process.

Additional Responsibilities:

• Performs other duties as assigned.
• Knowledge of hospice regulations, Medicare/Medicaid guidelines, and insurance verification processes.
• Conforms to all applicable Agency policies and procedures.
• Participates actively in continuing education and in-services.
• Maintains confidentiality of patient information and business trade practices.
• Assumes accountability for reporting incidents and complaints according to Agency policy.

Knowledge / Skills / Abilities:

• Previous experience in healthcare administration or a related field.
• Strong knowledge of home health / hospice regulations and documentation requirements.
• Excellent organizational and time-management skills.
• Exceptional communication and interpersonal skills.
• Proficiency in using relevant software and electronic health record systems.
• Ability to work independently and collaboratively in a fast-paced environment.
Understanding of medical terminology and insurance processes.

Information Management:

• Treats all information and data within the scope of the position with appropriate confidentiality and security.

Risk Management:

• Cooperates fully in all risk management activities and investigations.
• Keeps abreast in changes in health care law.
• Maintains agency/program compliance with local, state and federal laws.

Additional Requirements:

• Must be available during agency’s operating hours.
• Available for overnight travel as required.
• Must have reliable transportation.
• Must be available 24 hours per day for emergencies and/or agency problems.

Minimum Position Qualifications:

• Education:
  • Bachelor’s degree required. Additional education or certification in healthcare administration or a related field (preferred).
• Experience:
  • Preferred experience in the health care area.
• Skills:
  • The ability to establish and maintain professional and effective relationships with all internal teams and external stakeholders.
  • Ability to prioritize tasks, work independently, and manage multiple responsibilities in a fast-paced environment.
  • Proficiency in electronic medical records (EMR) systems and Microsoft Office suite.
  • Detail-oriented with a commitment to accuracy and maintaining confidentiality.

Environmental Conditions:

Works in an office environment, prolonged sitting is required. Moderate noise level; Category C BBP risk; moderate stress and emotional demands.

Physical Requirements:

Prolonged sitting is required. Requires ability to always handle stressful situations in a calm and courteous manner. Requiring working under some stressful conditions to meet deadlines and agency needs.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities.