Intake Manager

Job Description

Job DescriptionDescription:

Intake Manager – Hospice & Palliative Care

Location: Multi-site (office-based, standard business hours)
Schedule: Full-time, Monday–Friday

Pay: $25.00-$33.00

Summary / Objective

As our Intake Manager, you will champion our mission, standards, and philosophy—serving as the vital bridge between prospective patients, their families, referral sources, and our internal care teams. You’ll manage the full intake process, ensuring smooth transitions, proper documentation, eligibility verification, and engaging communication across our locations.

Key Responsibilities

Patient Referral & Intake Coordination

• Serve as the primary point of contact for incoming referrals and admissions.
• Facilitate face-to-face informational or admissions meetings with patients and families.
• Collect, manage, and update all documentation requirements in referral spreadsheets shareable via SharePoint

Medical Record Management

• Oversee retrieval, processing, and filing of medical records from offices, facilities, and referral partners.
• Initiate Electronic Medical Records for referrals: enter demographics, verify documents, set visit frequencies, and add care team information.

Insurance & Benefit Verification

• Conduct benefits checks via CMS-approved platforms to confirm hospice eligibility and benefit periods.
• Submit pre-authorizations as required by payers.

Team Communication & Scheduling

• Keep Clinical and Community Relations teams informed on referral status through verbal and written updates.
• Schedule:
  • RN visits for admission evaluation
  • Counseling staff to complete legal packet documents
  • Nurse Practitioner assessments as needed for benefit periods
    

Documentation & Compliance

• Ensure thorough admission packets, including Medicare Benefit Election forms, advance directives, and physician orders.
• Maintain medical records according to company, state, and federal standards.
• Extract and release medical information for insurance or other professional needs as directed.

Office & Administrative Support

• Act as backup receptionist/Office Coordinator as needed.
• Participate in audits, maintain confidentiality, and support compliance activities.
• Contribute to cost-effective operations by managing resources wisely

Physical & Environment Requirements

• Office-based role with frequent interactions and interruptions.
• Ability to sit/stand for extended periods, lift up to 50 lbs, and use standard office equipment.

Requirements:

Qualifications

Education & Experience (required/preferred)

• Bachelor’s in Healthcare Administration, Nursing, Social Work, or related field (preferred)

Prior experience in healthcare administration or intake coordination—preferably in hospice or palliative care

Licenses & Certifications

• Valid driver’s license, reliable vehicle, and auto insurance

Required Skills & Abilities

• Excellent verbal and written communication
• Strong organizational, multi-tasking, and prioritization capabilities
• Proficient in Microsoft Office and internet-based software; adaptable to new systems
• Able to identify and resolve issues to ensure consistent patient care
• Flexible and responsive to shifting priorities

Why Join Us?

• Make a meaningful impact guiding patients and families through critical care transitions
• Work in a collaborative, mission-driven environment
• Grow your expertise in hospice and palliative care administration