Intake Coordinator - In Office

The Intake Coordinator/Scheduler is responsible for managing all aspects of the patient intake and staffing processes to support the operations of the Home Health Agency. This role serves as a central point of coordination, communicating directly with patients, families, referral sources, and internal staff to ensure seamless delivery of services.

Key responsibilities include overseeing patient intake, performing data entry, verifying insurance and obtaining authorizations, and facilitating daily intake stand-up meetings. The coordinator also manages clinician scheduling and workflow completion in Home Care Home Base, ensuring accurate alignment of patient needs with staff availability.

This position requires building and maintaining positive relationships with patients, families, clinical field staff, contract staff, and referral sources, while proactively responding to inquiries, resolving concerns, and maintaining accurate information to support efficient coordination of patient care services.

• Direct and manage all daily patient referral, intake, and scheduling operations, including oversight of intake policies, procedures, and workflow efficiency.
• Ensure compliance with all state, federal, Medicare, and Joint Commission regulatory requirements related to intake, scheduling, and service delivery.
• Coordinate seamless patient transitions to home care by overseeing patient intake, education, plan of care initiation, and collaboration with multiple service providers.
• Verify insurance coverage, obtain authorizations, and support maximum third-party reimbursement, including negotiating service pricing within established guidelines.
• Manage clinician scheduling and staffing processes by maintaining accurate data on staff demographics, skill sets, availability, and productivity levels to align patient needs with appropriate resources.
• Serve as the primary point of contact for inbound calls, responding promptly and professionally to patient, staff, and referral source inquiries and concerns.
• Establish and maintain strong relationships with referral sources, patients, families, clinical staff, contract staff, and internal teams to support coordinated care delivery.
• Facilitate daily intake or staffing stand-up meetings and support clinical leadership by maintaining proper workflow and prioritization of tasks.
• Accurately complete and manage all scheduling-related workflows, including new referrals, missed visits, visit adjustments, recertifications, caseload reassignments, and staffing changes.
• Assist the Intake team by providing staffing solutions for new patient referrals and identifying needs for additional staff resources.
• Maintain comprehensive knowledge of contractual relationships with payers and contract staff, ensuring adherence to contract provisions and service requirements.
• Monitor, gather, and report referral and staffing metrics, including trends, productivity, and performance indicators.
• Support administrative functions for clinical and marketing teams and contribute to maintaining a high-quality reputation within the community.
• Assist leadership with budget planning, resource allocation, and continuous process improvement initiatives.
• Demonstrate professionalism, accountability, and commitment to ongoing growth and competency development.

BENEFITS

• Competitive compensation
• Health, dental, vision, life, and disability insurance
• 401(k) plan with generous company match
• Critical illness benefit
• Paid time off
• Employee assistance program