Intake Coordinator

The Home Health Intake Coordinator is responsible for managing referrals from intake through completion, ensuring all required documentation is collected, reviewed, and properly processed for timely patient admission during their assigned shift, weekdays or weekends. This role serves as a critical link between referral sources, patients, clinicians, and internal scheduling teams to ensure a seamless transition into care.

• →Manage assigned referrals from receipt through completion and readiness for scheduling.
• →Review incoming referrals for completeness, accuracy, and eligibility in accordance with home health guidelines.
• →Ensure all required documentation is obtained from referral portals and external sources for a complete referral package.
• →Review clinical documentation to confirm it meets regulatory and organizational requirements.
• →Upload and organize clinical records in the appropriate systems.
• →Follow established processes to obtain missing or incomplete documentation in a timely manner.
• →Verify that the ordering physician (MD) will sign required MD orders prior to admission.
• →Perform welcome calls to patients and/or caregivers, providing information about services and setting expectations.
• →Assign appropriate disciplines (e.g., skilled nursing, therapy services) to each referral based on clinical needs and physician orders.
• →Communicate with scheduling staff to notify when referrals are complete and ready for visit scheduling.
• →Provide explanation of benefits to patients, families, and community contacts.
• →Monitor referral progress and ensure timely processing to avoid delays in care.
• →Enter delay notes in the system for referrals not submitted for scheduling within expected timeframes, including explanation and follow-up actions.
• →Proactively follow up on outstanding items to ensure referrals move efficiently toward admission.
• →Serve as a liaison between referral sources, patients, physicians, and internal teams.
• →Maintain clear and consistent communication regarding referral status and outstanding requirements.
• →Collaborate with Intake Analysts, clinicians, and scheduling teams to ensure continuity and efficiency.
• →Maintain accurate and detailed records of referral activity, communication, and status updates.
• →Ensure all referral documentation is properly filed and accessible for auditing and compliance purposes.
• →Abides by all regulations, policies, procedures and standards.
• →Perform other duties as assigned.

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Prior experience in home health intake, healthcare coordination, or patient access preferred.
• Knowledge of home health regulations, documentation standards, and Medicare guidelines is a plus.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple referrals simultaneously in a fast-paced environment.
• Proficiency in EMR systems and Microsoft Office applications.
• Strong attention to detail and accuracy.
• Effective multitasking and time management.
• Customer-focused communication skills.
• Problem-solving and critical thinking.
• Ability to work collaboratively across teams.
• Accountability and follow-through.
• Valid driver’s license and proof of insurance are required.

#ACHH