Intake and Scheduling Coordinator - Syosset, NY

CONSTELLATION HEALTH SERVICES•Syosset, NY

13d•$65,000 - $68,000•Onsite

About The Position

Constellation Health is seeking an Intake & Scheduling Coordinator to join our team in Syosset, NY! The Intake and Scheduling Coordinator is responsible for the timely, accurate, intake of home health referrals and supports continuity of care through backup scheduling patient visit scheduling. Under the direction of RN and agency leadership, this position screens and processes referrals, verifies that required information is complete, communicates service needs. When providing scheduling support, the coordinator assigns and adjusts visits based on ordered frequencies, patient needs, staff competency and availability, geographic efficiency, authorization requirements, and applicable regulatory and agency standards.

Requirements

Graduate of an accredited practical nursing program with a current, unrestricted LPN license in the state of NY.
Minimum of two years of clinical nursing experience.
Working knowledge of home health eligibility, admission criteria, disciplines and programs, payer requirements, referral documentation, ordered visit frequencies, and care coordination processes.
Excellent communication, interpersonal, organizational, computer, problem-solving, and customer service skills.
Ability to prioritize competing deadlines, recognize urgent or high-risk situations, maintain accuracy in a fast-paced environment, and escalate clinical or operational concerns appropriately.

Nice To Haves

Home health intake, referral management, or scheduling experience strongly preferred.
Experience using electronic medical record, referral portal, scheduling, and reporting systems (e.g., HCHB, MatrixCare, WellSky, Epic, or similar) preferred.

Responsibilities

Receives, screens, triages, and processes requests for agency services in a timely manner.
Reviews referrals for requested disciplines, programs, admission criteria, geographic service area, payer source, and preliminary service availability.
Obtains and validates required referral information, including demographics, diagnoses, physician or allowed-practitioner information, face-to-face documentation when applicable, orders, clinical records, payer information, authorizations, and other documents needed to support a compliant start of care.
Identifies missing, conflicting, urgent, or high-risk information and promptly communicates it to the RN Supervisors and Manager of Intake, referral source, or other designated leader.
Maintains timely, professional communication with hospitals, physicians, facilities, payers, patients, families, business development staff, and internal teams regarding referral status, missing information, acceptance decisions, anticipated start-of-care timing, and service limitations.
Uses referral portals, the agency electronic medical record, payer systems, and reporting tools accurately and timely.
Ensures that referral and scheduling data are complete, consistent, and available to support clinical care, billing, quality, and compliance functions.
Facilitates an organized handoff from intake to the clinical team.
Communicates ordered disciplines, priority visit needs, special equipment or supply needs, infection-control or safety concerns, time-sensitive treatments, and other information needed for timely initiation of services.
Provides backup scheduling support during staff absences, high-volume periods, and as otherwise assigned.
Develops and maintains schedules for nurses, therapists, home health aides, and social workers based on patient needs, staff availability, staff competency, geography, and regulatory requirements.
Adjusts schedules for new admissions, resumptions of care, recertifications, discharges, hospitalizations, missed or declined visits, changes in condition, staff call-outs, and other service changes.
Ensures affected patients, families, clinicians, and supervisors receive timely notice.
Monitors pending referrals, start-of-care deadlines, open visits, unassigned visits, missed visits, and other scheduling exceptions.
Escalates barriers that may delay care or prevent the agency from meeting ordered frequencies or patient needs.
Collaborates with intake, billing, and clinical teams to align planned services with payer authorizations and coverage requirements.
Reports authorization gaps or potential noncovered services before visits occur whenever possible.
Works collaboratively with clinical leadership, scheduling, intake, quality, billing, business development, and field staff to support efficient workflow, accurate information exchange, appropriate staffing, and compliant care delivery.
Responds to scheduling and intake inquiries, listens to concerns, manages expectations, triages complaints, and seeks timely resolution within the scope of the role.
Escalates unresolved complaints, patient safety concerns, and service failures to leadership.
Performs all duties in accordance with applicable federal and state laws, payer requirements, accreditation standards, agency policies, and patient rights.
Maintains confidentiality and safeguards protected health information and employee information.
Participates in team meetings, workflow review, staff training, and performance-improvement activities.
Identifies trends, recurring barriers, and opportunities to improve intake accuracy, scheduling efficiency, visit completion, and customer experience.
Attends agency meetings as assigned and performs other job-related duties within the scope of licensure and competence.