Intake Coordinator
Reports to Director of Intake
Job Summary: An Intake Coordinator serves as a support to the business development and operational teams. Responsible for entering patient referral documentation and information for all Home Health and Hospice Agencies. The Intake Coordinator will communicate with the operational and business development teams to ensure timely initiation of care. Serves as a resource to provide education and information on company’s programs and services to patients, caregivers, physicians, case managers, discharge planners, social workers and others.
Works Closely With: Branch Administrators / Branch Directors / Branch Clinical Managers / Care Transition Coordinators/ Clinical Intake Coordinators /Hospitals/ Physicians/ Patients/ General Public/ Health Care Facilities
Job Qualifications:
o Required: High School Diploma or GED
o Required: One year of data entry experience.
o Desired: One or more years of intake experience.
- Specialized Knowledge and Skills
o Basic medical terminology.
o Computer Skills including to but not limited to Microsoft Office, MS Excel, MS Word
o Strong communication, interpersonal and organizational skills
- Personal Traits, Qualities and Aptitudes
o Knowledge of physician, hospital, skilled nursing facility, case management and discharge planning service needs.
o Ability to effectively communicate with multiple departments in a timely manner.
o Ability to multi-task and adjust to a fast-paced work environment with high demands.
o Ability to handle stressful situations and deadlines.
o Ability to demonstrate strong communication skills.
o Promotes team efforts and works well with others.
o Recognizes the rights and responsibilities of the company and patient confidentiality.
o Ability to redirect priorities on short notice.
Primary Job Functions:
o Patient referrals are to be entered within a timely manner of being received by the intake department.
- Each patient referral that is entered into the system must include patient’s name, date of birth, address, phone number, social security number, insurance information, and external referral source.
o Review clinical information received on each patient and notify appropriate Care Transition Coordinator of any additional information that is needed to complete the patient’s chart.
o Notify the appropriate Care Transition Coordinator, Clinical Intake Coordinator, Director of Business Development, Branch Administrator, and Clinical Manager of receipt of referral.
o A Communication note will be entered on every referral.
- Manage Electronic Referral Systems
o Intake Coordinator will be responsible for managing fax, email and multiple electronic referral systems platforms including but not limited to Navi Health, EnsoCare, Watershed, AllScripts, etc.
o Referrals are to be accepted or declined timely within the systems.
o CTC’s will be notified when referrals are received, and when a referral has been accepted or declined through an electronic referral system.
o All communication from the intake department to a referral source must be professional and helpful.
- Completing Daily Intake Report
o All referrals received during the day will be added to the daily intake report with all information needed and sent to the appropriate staff.
- Accepting and Declining Referral
o Intake Coordinators will be allowed to accept or decline based on insurance and service area. Requests for Self-Pay referrals will be moved to review status until accepted or declined by the Director of Business Development or other assigned designee.
- Strong Customer Service Skills
o Ability to speak professionally on the phone
o Willing to go the extra mile to engage customers
o Advise on company information and services
o Provide accurate, valid and complete information.
o Ability to field customer questions to the appropriate department
o Prompt attendance and engaged in all meetings.
o All assignment given by manager are completed on time.
o Daily intake report sent out at the end of each day.
o Emails are answered within a timely manager.
o Follow up with CTC’s on documentation needed to complete referrals.
o Timesheet complete and submitted to Director of Business Development each Monday morning before 9am.
o Email sent immediately upon receipt of referral to appropriate CTC.
o Other duties, as assigned by the Director of Business Development.
Work Environment:
- Works indoors within an office
Physical Requirements:
- Must be able to perform limited to full range heavy work requiring sitting, standing, and walking.
- Must be able to sit at a computer desk for multiple hours a day.
- Must possess vision, hearing, feeling, physical strength and dexterity necessary to perform all duties of an Intake Coordinator.
- Must be able to communicate effectively both orally and in writing. Must be able to give and receive instructions and information, both in person and via telephone.
- Work requires exerting force up to 50 pounds occasionally, and/or up to 25 pounds frequently, and/or up to 10 pounds constantly in moving objects or materials.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
