Intake Coordinator

Job Description

Job Description

Title : Intake Coordinator 

Overview
The Intake Coordinator provides administrative and logistical support to the referral intake process for home infusion services in a timely manner. Assists with reviewing incoming referrals and accurately assigning them to the appropriate field nurses. This role coordinates communication between pharmacies, infusion nurses, and area leadership during the referral process. Helps match patients with qualified RNs based on location, skill set, and availability while ensuring accurate scheduling and smooth case transitions. Supports the team in maintaining timely starts of care and delivering excellent service to patients and pharmacy partners.

Key Responsibilities

• Referral Management: Receive, review, and process new patient referrals from pharmacy partners, case managers, and/or providers. Verify with the pharmacy that all required clinical and insurance authorization is complete before scheduling.
• Nurse Pairing & Case Assignment: Match new referrals with available RNs in the field based on geography, skill set, and availability. Communicate case details, confirm acceptance, and ensure the RN has all necessary orders and documentation prior to the visit.
• Care Coordination: Communicate referral status and patient readiness to the nursing and scheduling teams, ensuring timely assignment and initiation of care.
• Documentation: Enter and maintain accurate patient data, authorizations, and communication notes in the electronic health record (EHR) and company systems.
• Collaboration: Work closely with all team members to support a smooth transition from intake to active care.
• Communication: Maintain professional, proactive communication with patients, families, and providers throughout the intake process.
• Compliance: Ensure all intake processes meet company, state, and federal regulatory standards, including HIPAA and accreditation requirements.

Qualifications

• Experience in healthcare intake, admissions, or referral coordination (home infusion or specialty pharmacy experience strongly preferred).

• High school diploma or equivalent required. Additional education or certification in healthcare or pharmacy technology is a plus.

• Strong organizational and time-management skills with attention to detail.
• Excellent communication and customer-service skills when engaging with patients and providers.
• Proficiency with electronic health records (EHR) or intake software systems.
• Ability to work effectively both independently and as part of a collaborative, fast-paced team.
• Support an inclusive work environment committed to patient-centered care.