Homecare Intake Coordinator

Position Title: Homecare Intake Coordinator
Department: Homecare
Supervisor: Chief of Home Health Services and Director of Home Health Operations
Hours per week: 35 hours
FLSA Status: Non-Exempt

Primary Function:
The role of Homecare Intake Coordinator involves a meticulous evaluation of referrals, ensuring that patient needs align with the services offered and that all necessary documentation are in place for a smooth transition into home health care. By acting as a conduit between patients, families, and healthcare providers, the Coordinator ensures that each case is handled with sensitivity and efficiency, facilitating a supportive environment for patient care.
As the Intake Coordinator, the person in this role receives and analyzes incoming referrals and order calls while effectively communicating patient/referral information to appropriate teams.

Duties & Responsibilities:
• Obtain demographic and clinical information from clients, physician's offices, and other referral sources to compile referrals.
• Verify insurance eligibility and authorization requirements for each referral.
• Obtain and process prior authorizations as required by insurance carriers.
• Communicate with insurance companies and clinical staff regarding authorization status.
• Maintain accurate records of authorization requests, approvals, denials, and expiration dates.
• Schedule initial home visits for the clinical team, ensuring timely and efficient start of care for patients.
• Educate patients and families about home health services, care plans, and the roles of various healthcare professionals involved in their care.
• Facilitate communication between patients, families, and the home health care team to ensure coordination of services and adherence to the care plan.
• Maintain accurate and comprehensive patient records in the agency’s electronic health record (EHR) system, including documentation of all interactions, referrals, and coordination activities.
• Assist in the development and implementation of intake policies and procedures to improve efficiency and effectiveness of service delivery.
• Perform quality assurance reviews of intake documents and patient files to ensure accuracy, completeness, and compliance with regulatory standards.
• Assist in skilled nursing visits as needed.
• Ensure presence and completion of required forms, including Consent and 485.
• Coordinate care among various healthcare Providers, including physicians, therapists, and other specialists.
• Adhere to UCC’s standards of Employee Conduct, including customer service, respect, non-discrimination, privacy, and attendance.
• Maintain confidentiality of all patient and employee records and information.
• Follow safety protocols and participate in all required training.
• Assist in skilled nursing visits as needed.
• Perform other duties as needed.

Qualifications

Minimum Basic Knowledge:

• Current RN or LPN unrestricted licensure in the state of Massachusetts.

Experience & Qualifications:

• At least (2) years of clinical experience.
• At least (1) year of insurance/medical experience.
• Minimum of (1) year of experience with intake coordination, preferably in a homecare setting.
• Familiarity with electronic health data systems (e.g., WellSky, OCHIN, and/or EPIC).
• Competent with Microsoft Office applications (Excel, Word, PowerPoint).
• Excellent organizational, written, and verbal communication skills.
• Bilingual language skills preferred (English/Spanish, Portuguese Creole, or French Creole).
• Current driver's license, vehicle insurance, and access to a dependable vehicle or public transportation.
• Current CPR/BLS certification.

Essential Functions:

• Meticulous evaluation of referrals
• Serving as intermediary and conduit between patients, families, and healthcare providers to ensure cases are handled with sensitivity and efficiency.

Essential & Physical Requirements:
Refer to ADA Physical Requirements Checklist

Supervisory Responsibility:
None

Define Access Level to PHI: Level 4: Authorized to access full health information. UCC position and job responsibilities involve the provision of patient care and working as a clinical team member. Staff in this category level, although allowed full access, should only access the necessary information for each respective treatment encounter/circumstance.