Sales Support Intake Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Company parties
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Position Summary:
The Sales Support Coordinator is responsible for assisting the sales and intake team to ensure a seamless admission process for new and existing home-health patients. This role is critical in managing communication between sales, referral sources and scheduling teams while expediting the intake process and ensuring all patient admissions are handled efficiently. The Sales Support coordinator provides administrative support to the sales team and helps manage the flow of patient referrals, working to maximize Admissions while improving patient and referral source satisfaction.

Key Responsibilities:
• Process and review incoming patient referrals from the sales team and referral sources to ensure timely entry into the system.

• Work closely with scheduling and clinical teams to ensure that initial visits and services are scheduled promptly.

• Act as a primary point of contact for patients, families, and referral sources, guiding them through the onboarding process.

• Provide administrative support to the sales team, including managing referral documentation, tracking referral statuses, and ensuring all necessary paperwork is complete and compliant.

• Communicate frequently with Sales Team and Marketers to gather and confirm patient information and components of the referral.

• Serve as a liaison between the sales and intake team, providing updates on patient onboarding progress and addressing any issues that may arise.

Data Entry and Documentation Management:
• Accurately enter patient referral and intake information into the agency’s electronic health record (EHR) system.

• Maintain updated records for each patient, ensuring all documents are uploaded correctly and promptly following industry standards and regulations.

• Regularly audit on-going referrals and patient files for accuracy and completeness, supporting efforts to reduce scheduling errors.

Collaboration with Scheduling and Case Management:
• Work directly with scheduling staff and case managers to coordinate initial visits or resumption of care services.

• Proactively communicate with scheduling to identify any potential gaps and work to ensure that patient services are delivered without delay.

• Support case managers by providing updates and addressing any patient or family inquiries that affect care planning.

Patient and Caregiver Satisfaction:
• Support the team in achieving high patient satisfaction by ensuring a smooth onboarding process and clear communication and identifying next steps.

• Address patient concerns and provide relevant information, aiming to resolve issues promptly and improve overall satisfaction.

Administrative and Reporting Support:
• Prepare regular reports on referral trends, intake statuses, and patient onboarding metrics for the sales and intake management team.

• Participate in team meetings, offering insights to enhance the intake process and identify areas for improvement.

• Assist with special projects, as assigned by the Director of Intake and Sales Support.

Qualifications:
• Education: High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Experience: Previous experience in a healthcare setting, preferably in intake, scheduling, or home health required. Knowledge of home health operations is a plus.
• Skills:
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication abilities.
• Ability to work independently as well as collaboratively with a team.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and EHR/EMR systems.
• Customer-service oriented with a commitment to improving patient experience.
• Ability to handle confidential information and adhere to HIPAA regulations.