Operations Support & Intake Specialist

Namaste Home Health and Hospice•Denver, CO

2d•Onsite

About The Position

The Operations Support & Intake Specialist provides comprehensive administrative and operational support across Home Health, Home Care, and Hospice services, serving as the primary Saturday administrative and intake support for agency operations. This role supports patient intake, referral coordination, staffing support, scheduling workflows, and office operations to ensure smooth, compliant, and efficient service delivery. The Specialist acts as a central point of coordination between leadership, internal teams, field clinicians, referral sources, and patients/families. The position requires exceptional organization, attention to detail, confidentiality, and the ability to respond to urgent needs with compassion, professionalism, and a calm presence—particularly for hospice admissions.

Requirements

Minimum of 2 years of experience in hospice, healthcare, or a related field (or completion of a one- or two-year business college program preferred)
At least 18 years of age.
Ability to type a minimum of 50 WPM.
Proficiency in Microsoft Office and general computer skills.
Knowledge of medical terminology and EMR systems.
Strong organizational skills with the ability to multitask and work under pressure.
Professional phone etiquette; energetic, friendly, and willing to learn.

Nice To Haves

Associate’s degree in a business-related field preferred.
Experience in administrative support and/or hospice or healthcare strongly preferred.

Responsibilities

Assist executive leadership while maintaining strict confidentiality.
Answer and route incoming calls professionally.
Prepare and distribute daily morning and evening announcements.
Run the Saturday morning meeting.
Send a weekend recap email Saturday evening and assist with preparation of weekly intake.
Complete and maintain the Administrative Assistant Workflow in HCHB.
Monitor refrigerator temperature logs and maintain required patient statistics.
Create and maintain on-call schedules and the agency event calendar.
Maintain admission packets for Home Health, Hospice, and Home Care.
Support Home Health intake with Face-to-Face (F2F) packets.
Maintain new employee binders and packet stock for all service lines.
Send chart notes to Assisted Living Facilities (ALFs) and Skilled Nursing Facilities (SNFs).
Mail medication lists and bereavement letters.
Sort and distribute mail daily.
Create employee and volunteer badges and update staff phone lists.
Oversee copier maintenance and manage office supply orders and postage.
Take inventory of the medical supply room.
Coordinate medical supplies with clinical managers and weekend support staff.
Maintain the Hospice On-Call Smartsheet and event calendar.
Serve as backup for data entry in HCHB and WellSky.
Process accounts payable invoices.
Perform financial and clerical duties as assigned by the Executive Director or Administrator.
Assist with weekend operational needs as required.
Perform other duties as assigned.
Serve as the primary intake coordinator for weekend referrals.
Support Home Health, Hospice, and Home Care intake Tuesday–Friday as assigned.
Receive and process referrals via phone, fax, and referral portals.
Enter new referrals into the EMR system (HCHB or WellSky as appropriate).
Verify insurance coverage using appropriate payer platforms.
Coordinate with field staff and referral sources to facilitate timely admissions.
Maintain and update pending referral lists.
Send admission announcements and Start of Care (SOC) emails.
Assist with organizing pending referrals for the upcoming week.
Ensure hospice admissions are prioritized and processed urgently.
Reassign visits as needed to accommodate weekend staffing coverage.
Manage caregiver staffing call-outs and coordinate coverage on Saturdays.
Speak with new clients regarding home care needs and enter referrals into WellSky.
Set up emergent clients with home care services and send SOC documentation via DocuSign.
Assist with Home Care chart audits.
Upload documentation into WellSky as needed.
Provide caregiver shift coverage for emergent cases when required.
Complete special projects as assigned by the Director of Home Care.