Central Intake, Records & QA Coordinator

CONSTELLATION HEALTH SERVICES•Norwalk, CT

2d•$7,000 - $85,000•Onsite

About The Position

The Central Intake, Records & QA Coordinator is responsible for supporting centralized intake operations, managing clinical documentation workflows, and assisting with hospice quality assurance auditing activities. This role serves as the primary point person for PointClickCare (PCC) document uploads, medical record retrieval, EMR document transitions, and designated QA hospice chart audits, while also functioning as a backup to the Central Intake team for referral coordination. The position plays a critical role in maintaining regulatory compliance, continuity of care, documentation accuracy, and efficient patient onboarding across a multi-state service area.

Requirements

Current, unrestricted Licensed Practical Nurse (LPN) or Registered Nurse (RN) license in good standing required
Associate's or Bachelor's degree
Minimum 1–3 years of experience in hospice, home health, intake, clinical records, or quality assurance preferred
Experience with hospice documentation standards, interdisciplinary coordination, and regulatory compliance strongly preferred
Prior experience with centralized intake, referral management, or medical record auditing preferred

Nice To Haves

Multi-state compact licensure preferred

Responsibilities

Upload patient visit documentation, orders, and clinical records into PCC in a timely and accurate manner
Ensure all documents are properly indexed, labeled, and associated with the correct patient record
Perform quality checks to confirm document completeness and legibility
Maintain facility-specific and agency timelines and process expectations for document retrieval and uploads, ensuring alignment with each facility’s workflow requirements and service level agreements
Facilitate transfer of documentation between external systems (e.g., PCC) and internal EMR (MatrixCare)
Ensure accurate reconciliation of documents during admissions, transfers, and care transitions
Track outstanding documentation and follow up with facilities, clinicians, and referral sources
Support timely availability of records for clinical decision-making and regulatory review
Act as the primary liaison for obtaining medical records from hospitals, SNFs, physicians, and other referral sources
Monitor and track outstanding record requests to ensure completion prior to or shortly after admission
Escalate delays or barriers impacting intake timeliness or compliance requirements
Maintain organized tracking logs for audit readiness
Provide backup support to Central Intake during high-volume periods or staffing gaps
Assist with referral processing, including: Receiving and organizing referral documentation via Microsoft Teams, Verifying completeness of referral packets, Routing referrals to appropriate clinical and operational teams
Communicate effectively with intake staff, clinicians, and leadership regarding referral status
Perform assigned hospice QA chart audits to ensure documentation accuracy, completeness, and regulatory compliance
Review records for required documentation elements including physician orders, consents, visit documentation, care plans, and interdisciplinary documentation
Identify missing, incomplete, or non-compliant documentation and communicate findings to appropriate leadership
Track audit findings and support corrective action follow-up activities
Collaborate with clinical leadership and education