Intake Coordinator

Intake Coordinator

The Intake Coordinator is responsible for managing the intake and referral process for prospective home care patients while also supporting referral source engagement to ensure a consistent flow of appropriate cases into the Personal Care Services (PCS) Division.

This role serves as a key liaison between referral sources, patients, clinical teams, scheduling, recruitment, and operations to ensure a seamless experience from referral through start of care. The ideal candidate is highly organized, customer-service driven, and experienced in a fast-paced home care environment with the ability to support both operational intake functions and relationship-based referral coordination.

Essential duties and responsibilities include managing incoming patient referrals and intake requests, coordinating the intake process from referral through start of care, obtaining and verifying insurance authorizations, payor requirements, and applicable approvals, communicating patient status updates and start-of-care timelines to referral sources, collaborating with scheduling, clinical, and recruitment teams to ensure timely staffing and service initiation, maintaining accurate patient records and documentation within internal systems, monitoring changes in patient status, service needs, or staffing and escalating appropriately, ensuring all intake documentation is completed accurately, timely, and in compliance with NYS DOH regulations and agency policies, providing exceptional customer service to patients, families, and referral partners, supporting relationships with referral sources including hospitals, MLTC plans, CHHAs, rehabilitation centers, and community organizations, serving as a point of contact for referral-related inquiries and case updates, assisting in maintaining consistent communication and responsiveness with referral partners, tracking referral activity, conversion updates, and intake pipeline trends, following up on pending referrals to support successful admission and resolution of barriers to service initiation, participating in outreach efforts, meetings, or coordination activities with referral sources as needed, and providing feedback to leadership on referral trends, operational gaps, and growth opportunities.

Qualifications/education/licensure/certifications include home care or healthcare intake experience preferred, working knowledge of NYS DOH healthcare operations, strong organizational, multitasking, and time management skills, excellent communication and interpersonal abilities, strong attention to detail and problem-solving skills, ability to work efficiently in a fast-paced environment, proficiency with computers, smartphones, tablets, and healthcare software systems, customer-service oriented mindset, and a bachelor's degree preferred.

Work environment is Monday Friday (Full-Time, On-Site) with a compensation range of salary: up to $34.62 an hour.