Community Relations and Intake Coordinator

RiverStone Health•Billings, MT

1d•Hybrid

About The Position

The Community Relations and Intake Coordinator is responsible for coordinating marketing, referral development, intake, and administrative support functions for Home Health services. This position supports growth and retention through community outreach, relationship development with referral sources, and exceptional customer service while also managing referral intake, insurance verification, patient onboarding, and office support functions. The Coordinator serves as a key liaison between patients, families, referral sources, physicians, and the interdisciplinary care team to ensure efficient operations and quality patient care.

Requirements

High School Diploma or GED required.
Experience in healthcare intake, admissions coordination, customer service, medical marketing, or related healthcare operations required.
Experience with Microsoft Office Suite, database management, and data entry.
Valid driver’s license.
Ability to travel locally using a personal vehicle as needed.
Strong customer service and interpersonal communication skills.
Strong organizational and time-management skills with the ability to prioritize competing responsibilities.
Ability to maintain professionalism and adaptability in a fast-paced healthcare environment.
Ability to maintain a calm and positive demeanor during difficult interactions.
Ability to demonstrate empathetic and non-judgmental listening skills.
High degree of attention to detail and accuracy.
Knowledge and understanding of HIPAA and patient confidentiality requirements.
Ability to prioritize and perform a wide range of tasks under pressure and frequent interruptions.
Ability to work collaboratively and maintain positive relationships with internal and external stakeholders.
Ability to exercise independent judgment and initiative.
Proficiency with Microsoft Office Suite, healthcare database systems, and electronic medical record systems.
Ability to perform job duties with integrity, professionalism, and innovation to ensure high-quality outcomes.
Ability to understand and adhere to required administrative policies, procedures, and regulatory requirements.
Strong verbal and written communication skills.

Nice To Haves

Associate degree in healthcare administration, marketing, business, or related field preferred.
Experience in home he.
Experience in healthcare marketing, intake coordination, or medical office operations.
Medical terminology training or experience.
Experience working with underserved populations.
Experience working with electronic medical record (EMR) systems preferred.
Knowledge of healthcare referral processes, insurance verification, and patient intake preferred.

Responsibilities

Identify business development opportunities within the home health market and collaborate with leadership to support program growth and census development goals.
Build and maintain strong working relationships with physicians, hospitals, long-term care facilities, independent and assisted living facilities, and other community referral sources.
Organize, outline, and maintain a structured call and visit cycle for referral development activities.
Coordinate and participate in community outreach programs, presentations, educational opportunities, healthcare meetings, and networking events to increase awareness of Home Health services.
Provide ongoing education to referral sources regarding RiverStone Health Home Health services, eligibility requirements, and available resources.
Consult patients and families regarding available services and program options.
Maintain awareness of home health industry trends, regulations, and market changes.
Facilitate effective communication with referral sources, physicians, healthcare staff, patients, and families.
Develop and maintain referral tracking and outreach activity reports to identify growth opportunities and referral trends.
Collaborate with leadership to support strategic growth initiatives and operational goals.
Participate in staff meetings and provide updates regarding referral trends, outreach efforts, and community relationships.
Create, review, and update marketing materials, presentations, publications, and social media content.
Maintain confidentiality of patient and organizational information in accordance with HIPAA requirements.
Attend meetings, conferences, workshops, and continuing education opportunities to remain current in assigned areas.
Address patient, family, and customer needs in a courteous, professional, and confident manner both in person and by telephone.
Answer phones, provide information, transfer calls, and respond to inquiries in a timely manner.
Receive, process, and track referrals and inquiries from hospitals, physician offices, facilities, patients, and families.
Enter referrals and inquiries into the electronic medical record system and initiate timely follow-up communication.
Coordinate communication between referral sources, clinical staff, and patients/families to facilitate timely admission and continuity of care.
Gather and review information necessary to determine program eligibility, service appropriateness, and patient needs.
Discuss referrals and clinical findings with supervisory or clinical staff as appropriate.
Verify insurance benefits, Medicare and Medicaid eligibility, and coordinate with insurance or billing staff when needed.
Monitor referral status and assist in reducing delays in admission processing.
Explain program services, payment information, and financial forms with sensitivity and professionalism while referring to complex billing questions appropriately.
Obtain required medical documentation including physician orders and face-to-face documentation.
Maintain accurate electronic records and ensure timely documentation completion.
Enter patient information, referral data, admission information, and progress updates accurately and timely into computer systems.
Complete admission materials and patient binders.
Track referral-to-admission conversion rates and maintain required reports.
Initiate patient chart orders in the electronic medical record system.
Assist with medical records scanning, office organization, inventory management, and equipment tracking.
Order office and program supplies and maintain inventory as needed.
Prepare correspondence, reports, and other administrative documents.
Maintain knowledge of applicable organizational, state, federal, Medicare, Medicaid, and HIPAA regulations, policies, and procedures.
Support compliance with organizational, state, federal, Medicare, and HIPAA requirements.
Maintain effective communication and collaboration with patients, families, referral sources, leadership, and interdisciplinary team members to support efficient operations and quality patient care.
Participate in quality improvement and quality assurance activities.
Perform a wide variety of tasks while managing frequent interruptions and changing priorities.
Support organizational goals related to referral growth, patient satisfaction, timely admissions, and operational efficiency.
Perform additional duties as assigned in support of RiverStone Health’s mission, goals, and operational needs.