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Title: Intake Coordinator
Reports To: Director of Intake
Supervises: N/A
JOB SUMMARY:
The Intake Coordinator is responsible for managing the intake and referral process for prospective home care patients while also supporting referral source engagement to ensure a consistent flow of appropriate cases into the Personal Care Services (PCS) Division.
This role serves as a key liaison between referral sources, patients, clinical teams, scheduling, recruitment, and operations to ensure a seamless experience from referral through start of care. The ideal candidate is highly organized, customer-service driven, and experienced in a fast-paced home care environment with the ability to support both operational intake functions and relationship-based referral coordination.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manage incoming patient referrals and intake requests
- Coordinate the intake process from referral through start of care
- Obtain and verify insurance authorizations, payor requirements, and applicable approvals
- Communicate patient status updates and start-of-care timelines to referral sources
- Collaborate with scheduling, clinical, and recruitment teams to ensure timely staffing and service initiation
- Maintain accurate patient records and documentation within internal systems
- Monitor changes in patient status, service needs, or staffing and escalate appropriately
- Ensure all intake documentation is completed accurately, timely, and in compliance with NYS DOH regulations and agency policies
- Provide exceptional customer service to patients, families, and referral partners
- Support relationships with referral sources including hospitals, MLTC plans, CHHAs, rehabilitation centers, and community organizations
- Serve as a point of contact for referral-related inquiries and case updates
- Assist in maintaining consistent communication and responsiveness with referral partners
- Track referral activity, conversion updates, and intake pipeline trends
- Follow up on pending referrals to support successful admission and resolution of barriers to service initiation
- Participate in outreach efforts, meetings, or coordination activities with referral sources as needed
- Provide feedback to leadership on referral trends, operational gaps, and growth opportunities
QUALIFICATIONS/EDUCATION/LICENSURE/CERTIFICATIONS:
- Home care or healthcare intake experience preferred
- Working knowledge of NYS DOH healthcare operations
- Strong organizational, multitasking, and time management skills
- Excellent communication and interpersonal abilities
- Strong attention to detail and problem-solving skills
- Ability to work efficiently in a fast-paced environment
- Proficiency with computers, smartphones, tablets, and healthcare software systems
- Customer-service oriented mindset
- Bachelor’s degree preferred
Work Environment:
- Monday – Friday (Full-Time, On-Site)
Compensation Range
- Salary: Up to $34.62 an hour
Always Compassionate Health is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Always Compassionate Health are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, creed, national, social or ethnic origin, political viewpoint, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, protected veteran status, citizenship status when otherwise legally able to work, or any other status protected by the laws or regulations in the locations where we operate.
CORPWKD
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