Hospice Intake Coordinator

Job Description

Job Description

Hospice Intake Coordinator

Green Meadows Hospice

Position Summary

The Hospice Intake Coordinator serves as the first point of contact for hospice referrals and is responsible for coordinating the admission process from referral through patient admission. This position works closely with hospitals, physicians, skilled nursing facilities, assisted living communities, case managers, families, and the hospice clinical team to ensure timely and accurate admissions while maintaining exceptional customer service and compliance with all Medicare, state, and agency requirements.

Essential Duties and Responsibilities

• Receive and process all hospice referrals in a timely manner.
• Answer incoming telephone calls professionally and provide excellent customer service.
• Review referral documentation for completeness and accuracy.
• Obtain physician orders, face-to-face documentation (when applicable), and all required medical records.
• Verify insurance eligibility and benefits prior to admission.
• Coordinate admission visits with the Clinical Manager, Director of Patient Care Services, Registered Nurses, and Hospice Medical Director.
• Communicate with referral sources regarding admission status and additional documentation needed.
• Enter patient demographics, insurance information, and referral data into the Electronic Medical Record (EMR) system.
• Ensure all admission paperwork is completed accurately and meets Medicare Conditions of Participation.
• Coordinate with Marketing Liaisons regarding incoming referrals and admission updates.
• Maintain communication with hospitals, physicians, skilled nursing facilities, assisted living facilities, and community partners.
• Monitor pending referrals to ensure timely follow-up.
• Prepare admission packets and ensure all required consents are signed.
• Maintain confidentiality of all patient information in accordance with HIPAA regulations.
• Assist with obtaining authorizations when required.
• Maintain accurate tracking logs for referrals, admissions, and non-admitted patients.
• Communicate daily with the interdisciplinary team regarding admissions and pending referrals.
• Assist with administrative projects as assigned.
• Participate in staff meetings, quality improvement initiatives, and required in-service education.
• Perform other duties as assigned by management.

Qualifications

• High school diploma or GED required.
• Minimum of one (1) year experience in hospice, home health, hospital intake, or medical office preferred.
• Knowledge of Medicare, Medi-Cal, hospice regulations, and insurance verification preferred.
• Excellent customer service and communication skills.
• Strong organizational and multitasking abilities.
• Ability to work in a fast-paced environment and prioritize multiple referrals.
• Proficient in Microsoft Office, electronic medical records (EMR), and general computer applications.
• Ability to maintain strict confidentiality.

Knowledge, Skills, and Abilities

• Strong attention to detail.
• Excellent verbal and written communication.
• Professional telephone etiquette.
• Ability to work independently and as part of a multidisciplinary team.
• Critical thinking and problem-solving skills.
• Ability to meet deadlines while maintaining accuracy.
• Compassionate and patient-focused attitude.

Physical Requirements

• Ability to sit for extended periods.
• Frequent use of computers, telephones, and office equipment.
• Ability to bend, reach, and perform routine office duties.

Work Schedule

• Office Hours: Monday through Friday, 830am - 5pm.
• Occasional overtime may be required based on agency needs.

Reporting Relationship

Reports to the Director of Patient Care Services and/or Administrator.

Performance Expectations

The Hospice Intake Coordinator is expected to:

• Process referrals promptly and accurately.
• Maintain positive relationships with referral sources.
• Ensure compliance with Medicare, state, and agency regulations.
• Demonstrate professionalism, teamwork, and excellent customer service.
• Maintain confidentiality and uphold Green Meadows Hospice policies and procedures.