Intake & Authorization Coordinator

Otterbein SeniorLife•Cincinnati, OH

17h

About The Position

The Intake & Authorization Coordinator plays a critical role in supporting Otterbein's home health and hospice ministries. This position ensures timely, accurate, and efficient handling of intake calls, referral coordination, insurance authorizations, and admission processes. The role also supports payer verification, document management, and communication with referral sources. This position helps ensure a smooth and prompt patient experience while upholding Otterbein SeniorLife’s mission and core values. Otterbein Home Health provides Home Health services for the elderly, complimenting already strong independent senior services, outpatient capabilities and clinical facilities at Otterbein. This wide array of services establishes one of the most extensive portfolios of independent senior care capabilities in the state. Otterbein Home Health is a Medicare-certified home health agency with an established reputation for high-quality services. Otterbein Home Health services are an integral part of Otterbein Retirement Living Communities services portfolio and available to Otterbein Lebanon residents, in addition to residents in the surrounding area. Providing a high level of personalized care, Home Health by Otterbein is guided by Otterbein’s nearly century-old tradition of faith-based ministry, clinical skills and strong community ties. Hospice is a philosophy of care for those facing life-limiting illnesses, as well as their families and caregivers. The focus of hospice care is to help patients experience peace, comfort, and quality of life while also offering support and services to their family and caregivers. At Otterbein Hospice, our dedicated and compassionate team is here to help you through all stages of life’s journey. When the time comes for hospice care, our team will involve you and your loved ones in your care options, and together with you, develop a personalized plan of care. Our team includes nurses, a chaplain and social worker for your care and support. We offer the peace that comes with being cared for in your home. At Otterbein, you’re more than an employee, you’re a Partner in Caring. Together, we work side by side toward a shared goal: delivering person-centered care that respects every resident and the choices they make. Whether in our vibrant communities, our welcoming small house neighborhoods, Home Health, Hospice or Home Office, we provide the highest level of compassionate, quality care. Join our team of Partners who are talented, kind, wise, funny, spirited, generous, endearing, and truly one-of-a-kind.

Requirements

Associate’s degree or equivalent experience preferred.
Minimum of 1 year experience in admissions, authorization, or administrative experience preferred.
Valid driver’s license and insurance required.
Possess exceptional interpersonal and communication skills

Nice To Haves

Familiarity with EMR and healthcare systems such as Allscripts, Trella Health, PCC, MatrixCare, and Careficient preferred.

Responsibilities

Referral & Admissions Coordination:
Answer and respond to intake calls with a sense of urgency and professionalism.
Coordinate and process referrals, insurance authorizations, and admission details to support a fast and accurate start of care.
Gather required patient information and enter into EMR accurately; update as needed.
Assemble and manage start-of-care (SOC) or admission packets.
Notify patients of out-of-pocket costs and collect payments as needed.
Manage the MSP (Medicare Secondary Payer) process.
Insurance & Documentation Support:
Verify patient payer coverage through electronic portals.
Maintain accurate records for eligibility and benefit periods.
Upload and manage documents and physician orders in the EMR.
Assist with time-sensitive information including benefit periods, Face-to-Face forms, and CTIs.
Deliver or pick up documentation from referral sources as needed (limited travel).
Compliance & Confidentiality:
Maintain the confidentiality of all patient care information.
Ensure patient records are secure and compliant with applicable laws and regulations.
Stay current on all mandatory and departmental training.
Participate in compliance projects and submit required reports as requested.
Administrative Support:
Assist other team members when workload permits.
Provide feedback and recommendations to the Director of Shared Services.
Support projects and quality initiatives, including QAPI and audits such as ADRs and RCD.
Communication & Team Culture:
Foster a positive, calm, and supportive environment within the department.
Maintain open and respectful communication with internal teams and external partners.
Provide regular updates and share critical information with the team.
Exercise sound judgment and include appropriate team members in decision-making.
Safety & Risk Awareness:
Participate in emergency preparedness programs and drills.
Identify and report safety concerns promptly.
Remain aware of healthcare environment risks, including infectious materials and challenging interactions.

Benefits

Health & Wellness
Medical Insurance with free virtual doctor visits
Vision & Dental Insurance
Pet Insurance
Life Insurance
Employee Assistance Program (EAP) for personal and professional support
Financial Security
401(k) Retirement Savings Plan with company match
Paid Time Off (PTO) that accrues immediately from day one
Paid Holidays for a healthy work-life balance
Access to DailyPay, enabling you to access up to 100% of your earned wages on a daily basis
Tuition Reimbursement up to $5,250 per year for ANY field of study
Tuition Discounts through exclusive partnerships with the University of Cincinnati, University of Toledo, and Hondros College
Employee-Sponsored Crisis Fund available for those facing unforeseen challenges
Legal & Identity Theft Protection
Growth & Development
University Partnerships with University of Cincinnati, University of Toledo, and Hondros College for exclusive tuition discounts
Multiple Partner Discounts available for various products and services through Access Perks
Access to 1,000s of hours of personal and professional development material through RightNow Media @ Work
Some benefits, including PTO and tuition reimbursement, are based on hours worked.