Lead Intake Coordinator

This position will coordinate with the admissions nurses and intake coordinators to schedule and assign admission nurses, ensure that all hospice consents are complete and accurate, and work closely with the Admission Documentation Coordinators to maintain accurate and compliant documentation. The Lead Intake Coordinator will also evaluate patient referrals to determine eligibility for hospice services and manage the smooth transition of patients into care. The role requires excellent organizational, communication, and leadership skills to ensure effective team collaboration and high-quality patient care.

KEY RESPONSIBILITIES

Referral Coordination and Oversite

• Oversee the daily workflow of the referral team, ensuring that all referrals are promptly reviewed and processed.
• Prioritize and assign admissions to admission nurses based on referral urgency and availability.
• Coordinate and ensure all patient admissions are scheduled appropriately for timely evaluations by the admission nurses.
• Monitor referral volume and adjust staffing or processes as needed to meet the needs of the agency

Review of Hospice Consents and Documentation

• Ensure that all hospice consents are completed accurately and are in compliance with agency policies and state regulations.
• Work with the Admission Documentation Coordinators to verify that patient records are up to date, including verifying required documents, consents, and medical orders.
• Collaborate with the documentation team to ensure that all admissions have necessary and correct documentation in the patient files, ensuring compliance with state, federal, and accreditation standards

Eligibility Determination and Review of Inappropriate Referrals

• Evaluate patient referrals to determine eligibility for hospice care, ensuring that the criteria are met for admission.
• Review cases where the referral does not meet hospice eligibility and work with the clinical team to provide guidance on alternative care options.
• Communicate with physicians, families, and referral sources when a patient is not appropriate for hospice services, explaining the reasoning and providing alternative solutions.

Staff Training and Support

• Train new intake coordinators and provide ongoing support to ensure they are familiar with agency procedures, eligibility criteria, and compliance requirements.
• Offer guidance and support to the referral team, answering questions and troubleshooting issues as they arise.
• Ensure that staff adhere to the agencys policies and procedures for referral management, data entry, and documentation.

Collaboration with Admission Nurses and Documentation Coordinators

• Work closely with admission nurses to ensure that patient referrals are promptly assigned and scheduled for admission visits.
• Ensure effective communication between the referral team and Admission Documentation Coordinators to ensure that patient documentation is complete, accurate, and entered in a timely manner.
• Provide support to Admission Documentation Coordinators by addressing questions or issues regarding patient records and ensuring that all necessary paperwork is obtained.

Data Entry and Reporting

• Ensure that all referral data is accurately entered into the system, including referral sources, patient details, and other relevant information.
• Maintain accurate logs of referrals and admissions for tracking and reporting purposes.

Problem Solving and Conflict Resolution

• Handle any issues or challenges that arise within the referral process, including difficulties with referral sources, families, or staff.
• Work with the leadership team to resolve any conflicts or barriers that may impede the referral process or patient care.
• Ensure that all issues are resolved in a timely and professional manner, maintaining a high standard of patient care.

On-Call and Support Responsibilities

• Be available for on-call support as needed to assist with urgent or after-hours referral issues.
• Ensure that the referral team is supported during high-volume periods, holidays, or staff absences.

Benefits:
HRRV offers a robust benefits package for qualifying full-time and part-time employees. Depending on eligibility, a variety of benefits include health insurance, dental insurance, vision insurance, life insurance, a 401(k) retirement plan, short-term and long-term disability, and a generous time off package.

HRRV has a Drug Free Workplace Policy. An accepted offer will require a drug screen and pre-employment background screening as a condition of employment.

Pay Range: Starting at $30.00/hour (based on experience) with additional opportunities for monthly bonus based on performance and standards.

Education & Licensure:

• ADN or BSN, BSN Preferred
• Current Registered Nurse (RN) license in MN/ND
• Certification in Hospice and Palliative Nursing (CHPN) preferred or the ability to obtain within 1 year of starting role.

Experience:

• Minimum of 3 years of experience in a healthcare or hospice setting required, with progressive responsibility growth.
• Experience with patient admissions, documentation, and referral coordination preferred.
• Knowledge of hospice eligibility criteria, regulations, and compliance standards