Intake Specialist

Position Summary

The Intake Specialist serves as a key point of contact for referrals and prospective residents seeking skilled nursing, rehabilitation, or long-term care services. This

position coordinates the referral and admission process from initial inquiry through resident arrival, ensuring referrals are reviewed promptly, families and referral

sources 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 help

maintain appropriate census growth while ensuring each admission can be safely and successfully cared for by the facility.

Essential Duties and Responsibilities

Referral & Intake Management

• Receive and process referrals from hospitals, physicians, home health agencies, hospice providers, families, and other referral sources
• Review 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 process
• Assist with obtaining missing clinical, financial, or insurance information needed to make an admission decision.

Admission Coordination

• Coordinate 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 and
• Coordinate 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 Coordination

• Verify insurance coverage and payer information as
• Assist 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 Service

• Provide professional, compassionate communication to prospective residents and their
• Explain facility services, rehabilitation programs, admission processes, and general
• Serve 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 Tracking

• Maintain accurate records of referrals, admissions, denials, and lost
• Assist 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

Qualifications

• High 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 processes
• Experience 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 Office

Performance Expectations

Performance may be evaluated based on:

• Referral follow-up and completion
• Referral-to-admission conversion rate
• Accuracy and completeness of intake information
• Timeliness of admission coordination
• Communication with referral sources and families
• Successful coordination of scheduled admissions
• Contribution to facility census goals
• Customer and referral-source satisfaction
• Compliance with facility policies and applicable healthcare regulations

Physical & Scheduling Requirements

• Ability 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