Intake and Revenue Cycle Manager - Hybrid

Job Description

Job Description

Company Description

All Care Therapies is a leading provider of Physical, Occupational, Speech, and ABA therapy services, delivering care through virtual, in-home, and clinic-based settings across California, Texas, and Nevada. We serve individuals of all ages, combining innovative technology with a collaborative, patient-centered approach. Our dedicated clinicians provide flexible, high-quality care that meets patients where they are, supporting recovery, enhancing communication, and driving meaningful, long-term outcomes.

Job Description

Summary

All Care Therapies is seeking an Intake and Revenue Cycle Manager. We are bringing our Texas and Nevada patient access work in-house, and we are looking for someone experienced to own it from day one. Today, an outside agency receives our referrals in those two states, captures demographics and insurance, verifies benefits, and secures prior authorization. You will learn that book alongside them, take it over on an agreed schedule, and run it better than today.

This role's primary weight is on Intake. For the first 6 to 12 months, roughly 70% of your effort belongs there: getting referrals converted into completed evaluations, faster and more reliably than we do now. This is an optimization job, and the reason why the role exists.

Our billing, payment posting, accounts receivable, and the patient access work for every other state are handled by our revenue cycle team in India. Once intake is performing, you will take on the direction of that team and, with it, the full revenue cycle. The goal is to hire someone who can eventually take on all responsibilities. However, for now, we are focusing on the initial Intake process, and we will evaluate performance based on this during the first year.

You will report directly to the CFO and work closely with the Operations, Customer Service, and Finance teams.

Responsibilities

The referral funnel, end-to-end — the core of the job

• Own the whole path from referral or inquiry through to a completed evaluation. 

• Receive and review referrals and patient inquiries for Texas and Nevada, and be the person our referring providers know and call.

• Contact new referrals quickly, and treat the time between a referral arriving and someone reaching the family as a number you are actively driving down.

• Capture patient demographics and insurance accurately at the front door, because everything downstream depends on it being right the first time.

• Verify benefits before the first visit, and confirm visit limits, co-pays, deductibles, and plan rules across Medicaid, Medicaid managed care, and commercial plans.

• Secure prior authorization before service when required, track expirations and visit counts, and reauthorize before care is interrupted.

• Work with the front office and clinical scheduling until the patient is actually seen.

• Find where we lose patients between referral and evaluation and fix it. The causes run across intake, verification, authorization, scheduling, provider capacity, and follow-up, and they are expected to be chased.

• Maintain complete, current, auditable records in the EMR, and make sure documentation needed for authorization and billing is in place.

The transition off the agency

• Document how Texas and Nevada actually work, payor by payor, so the knowledge lives with us instead of with a vendor.

• Run the handover as a deliverable. Confirm receipt of the referral log and work in process at cutover, payor portal credentials, authorization files and pending requests, referring-provider contacts, and patient account notes.

• Take the work over on an agreed cutover schedule with no interruption to referrals, scheduling, or cash.

Payor knowledge

• Own authorization rules, visit limits, and filing limits for our Texas and Nevada payors, and keep them as a reference the whole team can use.

• Update when a payor changes its rules and get ahead of it rather than discovering it in a denial.

• Work within HIPAA and payor-specific rules, safeguard protected health information, and support internal and external audits.

The revenue cycle, as you grow into it

• Partner with the offshore team from the start on billing, coding review, denials, appeals, payment posting, and accounts receivable, so you understand the whole cycle rather than only the front of it.

• Take on the team's direction, set daily priorities and quality standards, and become the single point of contact between them and Finance.

• Take denials to root cause and fix the upstream process, particularly where an authorization or eligibility gap is the true cause.

• Own patient statements, balances, and the patient billing inquiry desk as that work consolidates under you.

Reporting

• Be the single escalation point for patient access in Texas and Nevada from day one, and for the revenue cycle as your scope grows.

• Publish a monthly package covering referral flow, authorization performance, and, in time, the revenue cycle measures.

• Bring problems forward with a number attached, before they show up in the results.

Qualifications

Required

• 5 or more years in healthcare patient access or revenue cycle, including at least 2 years personally owning intake, eligibility verification, and prior authorization for a live book of business. Intake depth is a must-have requirement.

• Evidence that you have measurably improved a referral funnel: more referrals converted into seen patients, faster, with the reasons for the losses understood.

• Direct, hands-on experience with outpatient physical, occupational, or speech therapy. This is a therapy-specific role; general physician or facility experience may not transfer cleanly.

• Deep experience with authorization-heavy payors, and a track record of getting authorizations in place before service rather than chasing them afterward.

• Working knowledge of Medicaid and Medicaid managed care, commercial HMO and PPO plans, and Medicare Part B therapy rules. Texas and Nevada experience is a strong plus.

• Enough revenue cycle breadth to understand what happens after the claim goes out, and the appetite to take on billing, denials, appeals, posting, and accounts receivable once the front end is working. This is after 6 – 12 months.