Hospice Intake & Scheduling Coordinator

Clinical Hospice Intake & Scheduling Coordinator

Location: Office- Centennial, Colorado

Schedule: MondayFriday 8:00 AM5:00 PM

Status: Full-Time

Job Summary:

The Clinical Hospice Intake & Scheduling Coordinator oversees all aspects of the hospice referral, intake, and scheduling process. This role serves as the initial primary liaison between patients, families, referral sources, physicians, and internal clinical teams to ensure timely, compliant, and compassionate admissions into hospice care.

This position requires strong clinical knowledge, exceptional organizational skills, proficiency in EMR systems, and the ability to manage urgent referrals while maintaining regulatory compliance. The Coordinator plays a critical role in facilitating smooth transitions into care by reviewing referrals clinically, verifying insurance eligibility, gathering documentation, coordinating admissions, and supporting families during the intake process. The posted hourly range for this position is $28.00 to $36.00 per hour.

Key Duties & Responsibilities:

Referral & Intake Management

Receive, review, and process hospice referrals via fax, phone, and referral portals.

Conduct clinical review of all incoming referrals to determine hospice eligibility; escalate to clinical leadership as needed.

Identify high-risk patients and coordinate with clinical leadership to ensure appropriate support.

Complete all intake workflow accurately and timely, including referral entry and insurance verification.

Gather and upload medical records within 24 hours of referral and same day for admissions.

Follow up daily on missing documentation and ensure compliance with state and federal regulations.

Maintain pending referral tracking logs and provide daily status updates.

Ensure required contracts and agreements are in place prior to admissions in SNFs or ALFs.

Participate in the Triple Check process for intake documentation and clinical review.

Prepare and pass clear workload handoff instructions to weekend intake staff.

Attend partnership and referral source meetings as appropriate.

Conduct initial intake and informational conversations with patients and families via phone.

Coordinate admission logistics with clinicians, physicians, hospitals, and facilities, including DME, medications, and transportation.

Act as the primary intake point of contact for families and referral sources, answering questions about hospice services, eligibility, and admission criteria.

Review insurance eligibility, obtain prior authorizations, and ensure payer compliance.

Coordination & Communication

Lead the hospice portion of the daily all-staff call; prepare and present intake and admission reports.

Participate in Friday weekend preparation calls and communicate pertinent intake details.

Collaborate with clinical and operations leadership to assign patients appropriately.

Communicate with families to obtain informed consent when not present at admission.

Coordinate timely DME, pharmacy, and transportation services prior to admission.

Scheduling Responsibilities (Hospice)

Provide staffing solutions for new hospice admissions and referrals.

Complete all scheduling workflow, including:

• New patient scheduling
• Caseload reassignments
• Recertifications
• Missed visit follow-ups and time change requests

Maintain accurate and up-to-date daily scheduling in HCHB.

Track hospice caseloads and assist with Home Health scheduling as needed.

Maintain the admission nurse calendar.

Additional Responsibilities

Cross-train in Home Health, Palliative, and Home Care intake processes.

Cross-train in Home Health scheduling to assist as needed.

Provide overflow phone coverage and assist during staff absences.

Attend marketing accountability meetings when appropriate.

Support weekend intake coverage when on-call staff are unavailable.

Utilize clinician's state license to obtain admission orders when appropriate.

Develop creative solutions to meet referral source needs and ensure timely admissions.

Assist co-workers when workload allows and support overall team success.

Compliance & Quality

Ensure adherence to all state and federal hospice intake and referral regulations.

Maintain working knowledge of hospice LCDs and admission criteria.

Obtain appropriate supporting documentation for hospice medical director review and CTI completion.

Participate in quality assessment and performance improvement activities.

Adhere to company infection control and safety policies.

Qualifications & Requirements:

Current, unencumbered Colorado RN or LPN license

Minimum 1 year of healthcare operations experience (hospice or intake/admissions preferred)

Strong understanding of hospice philosophy, services, and eligibility criteria

Knowledge of medical terminology, insurance verification, and payer requirements

Experience with EMR systems; HCHB preferred

Excellent organizational, time management, and multitasking abilities

Strong verbal and written communication skills

Ability to work independently with minimal supervision

Collaborative mindset with flexibility to adapt in a fast-paced environment

Demonstrates professionalism, accuracy, and compassion in all interactions

Namaste Home Health & Hospice