The Intake Coordinator is responsible for managing all incoming patient referrals and ensuring a smooth, professional, and compassionate intake process. This role requires strong communication skills, attention to detail, and the ability to coordinate across multiple departments—including physician offices, clinical teams, and billing—to ensure patients receive timely and accurate care authorization and scheduling.

Key Responsibilities
Referral and Intake Management
• Receive and process all incoming referrals from hospitals, physician offices, and other healthcare providers.
• Verify the completeness of referral documentation, including face sheets, physician orders, and supporting clinical notes.
• Communicate with referring providers and patients to confirm receipt, clarify missing information, and ensure smooth coordination of care.
• Accurately enter patient demographics, insurance information, and referral details into the EMR or intake tracking system.
Insurance Authorization and Verification
• Verify insurance eligibility and benefits for all incoming patients, including Medicare, Medicaid, and commercial payers. 
• Obtain prior authorizations for therapy or nursing services, following payer-specific guidelines.
• Track and monitor authorization expirations and reauthorization needs to avoid interruptions in care.

• Collaborate closely with billing and AR teams to resolve insurance discrepancies or authorization denials.
Physician and Clinical Coordination
• Serve as the primary liaison between the clinic and referring physician offices.
• Coordinate care plans and obtain signed orders, updates, and recertifications as required by payers and regulatory standards.
• Communicate patient updates, start-of-care dates, and scheduling confirmations to both providers and internal clinical staff.
• Work closely with therapists and nursing staff to ensure timely evaluation and service delivery.
Scheduling and Communication
• Schedule initial evaluations and follow-up appointments, prioritizing urgent referrals and continuity of care.
• Maintain an active line of communication and excellent customer service with patients and families to provide updates and set expectations for care.
• Manage appointment reminders to reduce no-shows and ensure optimal utilization of clinical schedules.
Administrative and Compliance Support
• Maintain accurate and confidential patient records in compliance with HIPAA and organizational standards.
• Oversee Front Office operations including patient check-in, check-out, and coordination of documentation.
• Generate intake and referral activity reports to support performance tracking and quality improvement initiatives. 
• Ensure all intake procedures adhere to state, federal, and payer compliance requirements.

Qualifications
• Minimum of 2 years’ experience in intake coordination, admissions, or patient access within home health, hospice, outpatient therapy, or a similar healthcare setting.
• Strong knowledge of insurance verification, authorization processes, and referral management. Working knowledge of regulatory requirements
• Proficient in Microsoft Office and electronic health record (EHR) systems.
• Excellent written and verbal communication skills; able to interact professionally with patients, physicians, and payers.
• Strong organizational and time management abilities; able to multitask in a fast-paced environment.

Preferred Experience
• Familiarity with Medicare, Medicaid, and commercial insurance authorization requirements.
• Experience coordinating care between physician offices, therapy clinics, or post-acute care providers.
• Prior exposure to rehabilitation, home health, or hospice operations.

Benefits
• Competitive compensation
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with employer match
• Professional development and growth opportunities