Intake Coordinator - ProHealth Home Health & Hospice

Intake Coordinator

Reports to Director of Intake.

Job Summary:

The Intake Coordinator supports the business development and operational teams by entering patient referral documentation and information for all Home Health and Hospice Agencies. They communicate with operational and business development teams to ensure timely initiation of care and serve as a resource to provide education and information on the company’s programs and services to patients, caregivers, physicians, case managers, discharge planners, social workers, and others.

• Branch Administrators
• Branch Directors
• Branch Clinical Managers
• Care Transition Coordinators
• Clinical Intake Coordinators
• Hospitals
• Physicians
• Patients
• General Public
• Health Care Facilities

• Education
  • Required:
    
    High School Diploma or GED
• Experience
  • Required:
    
    One year of data entry experience.
  • Desired:
    One or more years of intake experience.
• Specialized Knowledge and Skills
  • Basic medical terminology.
  • Computer skills including Microsoft Office, MS Excel, MS Word.
  • Strong communication, interpersonal and organizational skills.
• Personal Traits, Qualities and Aptitudes
  • Knowledge of physician, hospital, skilled nursing facility, case management and discharge planning service needs.
  • Ability to effectively communicate with multiple departments in a timely manner.
  • Ability to multi‑task and adjust to a fast‑paced work environment with high demands.
  • Ability to handle stressful situations and deadlines.
  • Promotes team efforts and works well with others.
  • Recognizes the rights and responsibilities of the company and patient confidentiality.
  • Ability to redirect priorities on short notice.

• Input Patient Referrals

  Patient referrals are entered within a timely manner of being received by the intake department, including patient’s name, date of birth, address, phone number, social security number, insurance information, and external referral source.

• Review Clinical Information

  Review clinical information received on each patient and notify the appropriate Care Transition Coordinator of any additional information needed to complete the patient’s chart.

• Notify Stakeholders

  Notify the appropriate care team—Care Transition Coordinator, Clinical Intake Coordinator, Director of Business Development, Branch Administrator, and Clinical Manager—upon receipt of a referral.

• Communication Note

  Enter a communication note on every referral.

• Manage Electronic Referral Systems

  Oversee fax, email, and multiple electronic referral system platforms such as Navi Health, Enso Care, Watershed, AllScripts, etc., accepting or declining referrals in a timely manner.

• Daily Intake Report

  Compile all referrals received during the day into a daily intake report and send to appropriate staff.

• Accepting and Declining Referral

  Accept or decline referrals based on insurance and service area; self‑pay referrals are moved to review status until approved by the Director of Business Development or other assigned designee.

• Customer Service Skills

  Speak professionally on the phone, engage customers, advise on company services, provide accurate information, and field customer questions to the appropriate department.

• Administrative Duties
  • Prompt attendance and engagement in all meetings.
  • Complete all assignments given by manager on time.
  • Send the daily intake report at the end of each day.
  • Answer emails in a timely manner.
  • Follow up with Care Transition Coordinators on documentation needed to complete referrals.
  • Submit weekly timesheet to Director of Business Development each Monday morning before 9 a.m.
  • Send an email immediately upon receipt of a referral to the appropriate Care Transition Coordinator.
  • Perform other duties as assigned by the Director of Business Development.

• Works indoors within an office setting.

• Perform up to 50 pounds of lifting occasionally, up to 25 pounds frequently, or up to 10 pounds constantly; sit at a computer desk for extended periods.
• Require vision, hearing, and manual dexterity to perform all duties.
• Communicate effectively orally and in writing, give and receive instructions both in person and by telephone.