About Us:
At ExcelaCare, we believe Hospice care is more than a service—it’s a calling. Every day, our team brings comfort, dignity, and peace of mind to patients and families facing life’s most delicate moments. With compassion at our core, we create a workplace where kindness leads, voices are heard, and every role carries purpose. If you’re looking to make a difference in the lives of others while being part of a team that feels like family, we’d love to welcome you.
Job Summary:
The Centralized Intake Coordinator plays a critical role in the patient onboarding process by managing incoming referrals, ensuring timely and accurate data entry into Homecare Homebase (HCHB), and facilitating smooth communication between branch offices and internal departments. This position ensures compliance, accuracy, and efficient intake operations that support the timely evaluation and scheduling of new patients.
Essential Functions:
- Receive and process referral information sent by branch offices.
- Review referral packets for completeness, including demographics and clinical documentation.
- Enter all intake information into HCHB, ensuring accuracy and completeness.
- Run Medicare eligibility checks and enter Explanation of Benefits (EOB) data.
- Prepare and send intake summary templates to the appropriate admissions group, replying to the original branch email and attaching relevant clinical documentation.
- Upload all clinical documents, physician orders, and eligibility verifications to the patient's chart in HCHB.
- Manage intake workflows and ensure each step is completed in a timely manner.
- Submit change tickets in HCHB to request additions or updates to referral sources, physicians, or other key data elements.
- Document intake coordination notes for each case to ensure continuity of care.
- Collaborate closely with branch teams for scheduling and ensure the first “Requested Date of Evaluation” is entered by Lindsey or designated team member to allow intake to be saved.
Additional Responsibilities:
- Performs other duties as assigned or requested.
- Conforms to all applicable Agency policies and procedures.
- Participates actively in continuing education and in-services.
- Maintains confidentiality of patient information and business trade practices
Knowledge / Skills / Abilities:
- Organizational skills
- Time management
- Cooperative attitude
- Advanced written and verbal interpersonal communication
- Strong attention to detail
- Proficient in Microsoft Suites
- Familiar with HCHB or similar EMR systems, strongly preferred.
- Basic math skills related to patient care.
Information Management:
Treats all information and data within the scope of the position with appropriate confidentiality and security.
Minimum Position Qualifications:
High school diploma or equivalent required; Associate degree or higher preferred.
1-2 years of experience in healthcare intake, admissions or medical records preferred.
Driver’s license and proof of current auto liability insurance; no listing in the OIG Excluded Provider listing
Environmental Conditions:
Works under a variety of conditions in facilities and offices; ability to work flexible schedule, ability to travel locally; some exposure to unpleasant weather. Moderate noise level; tasks may involve exposure to bloodborne pathogens; moderate stress and emotional demands.
Physical Requirements: Sitting is required. Requires ability to always handle stressful situations in a calm and courteous manner. Requires working under some stressful conditions to meet deadlines and agency needs. Ability to travel.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities.
