Intake and Scheduling Coordinator

NEOGREEN Solutions•Los Angeles, CA

20h•$0 - $25

About The Position

The Home Health Intake & Scheduling Coordinator is responsible for managing the referral intake process from receipt through admission while coordinating clinician schedules to ensure timely patient care. This role serves as the primary liaison between referral sources, physicians, patients, clinicians, and internal departments to facilitate efficient admissions, maintain regulatory compliance, and optimize clinician productivity.

Requirements

High school diploma or equivalent required
Minimum two (2) years of Home Health, healthcare intake, scheduling, or care coordination experience preferred.
Knowledge of Medicare, Medicaid, commercial insurance, and managed care requirements.
Familiarity with CMS Home Health Conditions of Participation.
Experience using Electronic Medical Record (EMR) systems such as Axxess, WellSky, KanTime, MatrixCare, or Homecare Homebase (HCHB).
Proficiency in Microsoft Office (Word, Excel, Outlook).
Excellent organizational, communication, and multitasking skills.
Strong customer service and problem-solving abilities.
Ability to work effectively in a fast-paced healthcare environment while maintaining attention to detail.

Nice To Haves

Associate's or Bachelor's degree preferred.

Responsibilities

Receive, review, and process all incoming patient referrals from hospitals, physicians, skilled nursing facilities, case managers, hospice agencies, and other referral sources.
Verify patient demographics, insurance eligibility, benefits, and payer requirements.
Review referral documentation for completeness and accuracy.
Obtain missing documentation, physician orders, face-to-face documentation, and supporting clinical records as needed.
Determine referral eligibility based on agency admission criteria and payer guidelines.
Enter patient referral information accurately into the Electronic Medical Record (EMR).
Coordinate insurance authorizations and communicate authorization requirements to appropriate staff.
Monitor pending referrals and follow up with referral sources until all required documentation is received.
Maintain regular communication with referral sources regarding referral status and admission timelines.
Coordinate with physicians, hospitals, discharge planners, and case managers to ensure smooth patient transitions.
Contact patients and caregivers to coordinate admissions and schedule visits.
Schedule Start of Care (SOC), Resumption of Care (ROC), Recertification, Evaluation, Follow-up, Supervisory, and Discharge visits.
Assign patient visits based on clinician discipline, licensure, geographic territory, productivity, availability, and patient needs.
Balance clinician caseloads to maximize efficiency and minimize travel time.
Monitor clinician schedules daily and adjust assignments as needed for call-offs, urgent referrals, schedule changes, and staffing shortages.
Coordinate weekend, holiday, and after-hours scheduling coverage.
Ensure visits are scheduled within physician-ordered and CMS-required timeframes.
Communicate schedule updates promptly to clinicians, patients, and referral sources.
Monitor daily visit completion and follow up on missed, delayed, or rescheduled visits.
Collaborate with Clinical Managers regarding staffing needs, scheduling conflicts, and patient care priorities.
Assist with clinician territory assignments and workload balancing.
Ensure all physician orders are received, tracked, and processed appropriately.
Maintain accurate and complete patient records within the EMR.
Ensure compliance with Medicare Conditions of Participation (CoPs), HIPAA, agency policies, and payer requirements.
Monitor referral aging reports and admission timeliness.
Assist with audit preparation by maintaining organized referral and scheduling documentation.
Generate daily, weekly, and monthly referral, scheduling, and productivity reports.
Track referral conversion rates, pending referrals, and admission metrics.
Provide exceptional customer service to referral sources, patients, families, physicians, and clinicians.
Respond promptly and professionally to incoming phone calls, emails, and inquiries.
Collaborate with the Marketing and Business Development teams regarding referral updates and service availability.
Support Quality Assurance initiatives by ensuring documentation accuracy and scheduling compliance.
Identify process improvement opportunities to enhance workflow efficiency and patient satisfaction.
Participate in interdisciplinary meetings, staff meetings, and operational planning sessions.
Maintain confidentiality of patient information in accordance with HIPAA regulations.
Cross-train with other office personnel to ensure continuity of operations.
Assist with special projects and perform other duties as assigned by leadership.