Intake Coordinator

Job Description

Job Description

Benefits:

• Competitive salary
• Flexible schedule
• Paid time off

Compassionate Care In Christ Home Healthcare

Position Title

Intake Coordinator

Reports To

Administrator / Director of Nursing

Position Summary

The Intake Coordinator is responsible for managing all client referrals, inquiries, admissions, and onboarding processes for the agency. This position serves as the first point of contact for prospective clients, families, referral sources, and healthcare professionals. The Intake Coordinator ensures that all required documentation is obtained, services are authorized, and clients are admitted efficiently while maintaining compliance with state regulations, payer requirements, and agency policies.

Essential Duties and Responsibilities

Client Intake & Admissions

• Receive and process new client referrals from hospitals, physicians, rehabilitation facilities, case managers, families, and community partners.
• Conduct initial intake assessments and gather demographic, insurance, and clinical information.
• Verify eligibility for services and ensure all required documentation is completed.
• Coordinate admission visits with nursing and caregiving staff.
• Prepare and maintain client admission packets.
• Enter client information accurately into the agency's electronic medical record (EMR) system.

Insurance & Authorization Management

• Verify insurance benefits and payer eligibility.
• Obtain prior authorizations when required.
• Monitor authorization expiration dates and request renewals as needed.
• Maintain records of payer approvals, denials, and service authorizations.
• Communicate authorization status to agency leadership and scheduling staff.

Client and Referral Source Communication

• Answer incoming calls regarding home care services.
• Provide information about agency programs and services.
• Maintain positive relationships with referral sources.
• Follow up on pending referrals and admissions.
• Address client and family questions regarding services and onboarding.

Coordination & Scheduling Support

• Collaborate with scheduling staff to ensure timely service initiation.
• Coordinate admissions with nurses, caregivers, and supervisory staff.
• Communicate client needs, preferences, and special instructions to the care team.
• Ensure continuity of care during the admission process.

Compliance & Documentation

• Ensure all intake records are complete, accurate, and compliant with agency policies and applicable regulations.
• Maintain confidentiality of client information in accordance with HIPAA requirements.
• Track referral and admission metrics.
• Assist with audits and quality assurance activities.
• Maintain organized electronic and paper records.

Marketing & Business Development Support

• Maintain referral source databases.
• Track referral trends and outcomes.
• Assist with community outreach and relationship-building efforts.
• Support marketing initiatives by providing referral and admission reports.

Qualifications

Education

• High School Diploma or GED required.
• Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Social Work, or related field preferred.

Experience

• Minimum of 1-2 years of experience in home care, healthcare intake, medical office administration, or customer service preferred.
• Knowledge of Medicaid, Medicare, private pay, and managed care programs preferred.
• Experience with electronic medical records (EMR) systems preferred.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple tasks and deadlines.
• Professional telephone etiquette.
• Knowledge of HIPAA and healthcare confidentiality requirements.
• Strong computer skills including Microsoft Office Suite.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to communicate effectively by telephone and in person.
• Ability to lift up to 15 pounds occasionally.

Work Schedule

• Full-Time / Part-Time (as assigned)
• May require occasional evening or weekend availability based on agency needs.

Compensation

• Competitive salary based on experience and qualifications.
• Benefits available according to agency policy.

Equal Employment Opportunity Statement

Compassionate Care In Christ Home Healthcare is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, or any other protected status under applicable law.