Nursing Home Intake Specialist

Job Description

Job Description

Position SummaryThe Intake Specialist serves as a key point of contact for referrals and prospective residents seeking skilled nursing, rehabilitation, or long-term care services. Thisposition coordinates the referral and admission process from initial inquiry through resident arrival, ensuring referrals are reviewed promptly, families and referralsources receive excellent communication, and admissions are completed accurately and efficiently. The Intake Specialist works closely with hospital case managers, physicians, families, nursing leadership, therapy, business office staff, and facility administration to helpmaintain appropriate census growth while ensuring each admission can be safely and successfully cared for by the facility.Essential Duties and ResponsibilitiesReferral & Intake ManagementReceive and process referrals from hospitals, physicians, home health agencies, hospice providers, families, and other referral sourcesReview referral documentation for completeness, including clinical information, diagnoses, medications, therapy needs, insurance information, anddischarge plans.Enter and maintain referral information in the designated referral/intake Track referrals from initial receipt through acceptance, denial, admission, or alternate Respond promptly to referral sources and maintain consistent communication throughout the decision-making processAssist with obtaining missing clinical, financial, or insurance information needed to make an admission decision.Admission CoordinationCoordinate with nursing, therapy, administration, and other departments to determine the facility's ability to meet a prospective resident's needs.Communicate admission decisions promptly to referral sources andCoordinate admission dates, transportation arrangements, room assignments, equipment needs, medications, and other special requirements.Ensure facility departments are informed of upcoming admissions and have the information necessary to prepare for the resident's arrival.Help provide a smooth transition from the hospital, home, or other healthcare setting into the Assist with admission paperwork and required documentation as Follow up on pending admissions and identify barriers that could delay Insurance & Financial CoordinationVerify insurance coverage and payer information asAssist with obtaining Medicare, Medicare Advantage, Medicaid, managed care, private insurance, or other payer information.Coordinate with the business office regarding insurance authorization, financial verification, and payer-related admission requirements.Monitor authorization status when applicable and communicate updates to appropriate team Customer ServiceProvide professional, compassionate communication to prospective residents and theirExplain facility services, rehabilitation programs, admission processes, and generalServe as a resource for families throughout the admission Help ensure new residents and families feel welcomed upon Maintain positive relationships with hospital case managers, social workers, referral coordinators, physicians, and other community partners.Census & Referral TrackingMaintain accurate records of referrals, admissions, denials, and lostAssist leadership in monitoring referral-to-admission conversion rates and census Identify common reasons for lost or denied referrals and communicate opportunities for Participate in daily census, admissions, or referral meetings as Support facility census goals through timely follow-up and effective referral QualificationsHigh school diploma or equivalent required; associate or bachelor's degree Previous experience in skilled nursing, long-term care, healthcare admissions, hospital case management, medical office administration, or a related healthcare setting preferred.Knowledge of Medicare, Medicaid, managed care, and insurance authorization processesExperience reviewing clinical documentation and medical terminology Strong organizational and time-management Excellent verbal and written communication Ability to manage multiple referrals and priorities Strong customer-service skills and ability to communicate effectively with residents, families, healthcare professionals, and referral sources.Proficiency with electronic medical records, referral platforms, and Microsoft OfficePerformance ExpectationsPerformance may be evaluated based on:Referral follow-up and completionReferral-to-admission conversion rateAccuracy and completeness of intake informationTimeliness of admission coordinationCommunication with referral sources and familiesSuccessful coordination of scheduled admissionsContribution to facility census goalsCustomer and referral-source satisfactionCompliance with facility policies and applicable healthcare regulationsPhysical & Scheduling RequirementsAbility to work primarily in an office and healthcare facility May require occasional travel to hospitals, physician offices, or community referral Schedule flexibility may be required to accommodate admissions occurring later in the afternoon or early evening.Must be able to communicate and coordinate effectively during high-volume admission The Intake Specialist's goal is to make the admission process responsive, organized, welcoming, and efficient while ensuring every resident accepted for admission is appropriate for the services and level of care the facility can provide