In take coordinator

Home Health Intake Coordinator

To establish a standardized process for the Home Health Intake Nurse to coordinate patient admissions, ensure compliance with regulatory requirements, and maintain effective communication with patients, staff, and referral sources.

Referral & Intake Management

The Intake Nurse is responsible for managing all incoming referrals and verifying patient eligibility for home health services.

Procedures:

• Receive and review patient referrals from hospitals, physicians, skilled nursing facilities, and other sources.

• Verify patient eligibility based on Medicare, Medicaid, private insurance, and agency policies.

• Obtain necessary orders, authorizations, and consents before initiating services.

• Ensure all referral documentation is complete and accurate before scheduling admissions.

• Communicate with referral sources to clarify missing or incorrect information.

Coordination of Admissions

The Intake Nurse coordinates and facilitates the timely admission of patients while ensuring compliance with regulatory requirements.

Procedures:

• Assign admissions to field nurses based on availability, geographic location, and patient needs.

• Schedule the start of care (SOC) visit in coordination with the interdisciplinary team (nurses, therapists, aides, social workers).

• Ensure timely OASIS assessments and development of a comprehensive plan of care.

• Work closely with the Director of Nursing (DON) and Administrator to manage urgent admissions and staffing needs.

Patient Communication & Experience

The Intake Nurse plays a key role in ensuring a positive patient experience through clear communication and follow-ups.

Procedures:

• Contact newly admitted patients to explain:

  • Scope of home health services provided.

  • Expected start of care date and visit schedule.

  • Patient rights and responsibilities under home health care.

• Verify patient address, demographic details, and emergency contacts to ensure accuracy.

• Follow up after the first nursing visit to assess patient satisfaction and identify concerns.

• Address patient complaints or concerns by:

  • Apologizing for any service shortfalls.

  • Escalating issues to the Director of Nursing (DON) and Administrator for resolution.

  • Assuring the patient that corrective measures will be implemented.

Clinical Documentation & Compliance

The Intake Nurse ensures that all admission documentation is completed per regulatory and agency standards.

Procedures:

• Verify that all admission paperwork and consent forms are signed and completed by both the patient and admitting clinician.

• Ensure that OASIS documentation is accurate and submitted within regulatory timeframes.

• Accurately document:

  • Patient medical history, diagnosis, and medications.

  • Physician orders and treatment plans.

• Follow up with physicians and healthcare providers to obtain any missing orders or clarifications.

• Maintain updated records in the electronic medical record (EMR) system.

Communication & Collaboration

The Intake Nurse ensures efficient coordination between all departments to support patient care and operational effectiveness.

Procedures:

• Communicate patient admission outcomes and feedback with:

  • Director of Nursing (DON).

  • Administrator/Alternate Administrator.

• Coordinate with:

  • Clinical staff, clinical coordinators, and administrators to ensure proper patient care planning.

  • Billing and authorization teams to verify coverage and avoid service delays.

• Serve as a liaison between referral sources, physicians, and the home health team.

Quality Assurance & Process Improvement

The Intake Nurse monitors and improves admission efficiency and patient satisfaction through proactive engagement.

Procedures:

• Track and review admission turnaround times to ensure timely patient onboarding.

• Identify and resolve gaps or inefficiencies in the intake process.

• Participate in quality assurance and performance improvement (QAPI) initiatives.

Compliance & Accountability:

• The Intake Nurse must follow all Medicare, Medicaid, CHAP, and Texas HHS regulations regarding home health admissions.