Intake Coordinator

Job Description

Job DescriptionSalary: $23.00 - $30.00 per hour

Job Description

Introduction to the Company

Home & Health Care Management is the oldest home health care agency in Northern California. Our agency specializes in delivering comprehensive in-home care and case management for older adults, children, and those living with disabilities across many counties. We use a matrix of Medi-Cal, Medicare and targeted health programs to find solutions that work for our clients.

The Role

The Intake Coordinator is responsible for managing referrals and administrative tasks and providing support to clinical and marketing teams to facilitate efficient and quality patient care. This role involves effective communication, organization, and collaboration, serving as liaison between physicians, facilities and clinicians.

Who You Are:

You enjoy working in a fast-paced office where your efforts to provide excellent customer service are noticed and rewarded. You are detail-oriented, deadline-focused and enjoy composing letters, processing paperwork, scanning, filing and processing incoming referrals.

You are proficient in speaking with clients and medical professionals on the phone and/or in person. You can assist them in accessing our healthcare programs. You understand what it means to hold confidential information securely. You are a team-oriented self-starter, who can take initiative, multi-task and adjust to changing priorities. You are flexible, with a learner mindset and can quickly pivot when necessary.

Duties:

To perform this job, you must be able to perform the following duties successfully:

• Manage all aspects of incoming patient referrals ensuring a successful and complete intake process, including intake calls.
• Track referrals by program, access various web-based referral portals, checking them daily and marking as accepted/pending/rejected.
• Verify insurance for new referrals. Scan and upload new patient/client forms to system software.
• Create Start of Care (SOC) or new client packet with client consent form.
• Request initial authorizations and track those authorizations for all insurances where appropriate.
• Enter referral into software schedule SOC evaluations for clinicians and coordinate with Therapies evaluation date.
• Communicate with patients to provide appointment details, instructions, and any necessary preparations.
• Address and document all patient inquiries and concerns while providing exceptional customer service.
• Assist with patient phone calls.
• Coordinate and schedule patient appointments, consultations, procedures, and follow-up visits for Intermittent, shift and private duty patients.
• Maintain accurate and up-to-date calendars for patients and clinical staff.
• Adjust patient schedules as needed for catheterization changes, labs etc.
• Check schedules for unassigned visits and assign them daily, and re-work schedules in the event a clinician is unable to work or when changes need to be made.
• Update weekend schedules and upload on Backline.
• Update monthly and holiday call schedule and upload to Backline and fax to Plan B in the last week of each month.
• Run disaster report and email encrypted spreadsheet to on-call supervisor each Friday.
• Work closely with healthcare providers, nurses, technicians, and administrative staff to coordinate patient care and manage schedules effectively.
• Facilitate communication within the clinical team to ensure seamless patient care delivery.
• Monitor email correspondence and Backline.
• Forward any critical patient information to the RN program manager immediately.
• Create and circulate an agenda for monthly Team Case conference.
• Assist with billing inquiries and insurance claims.
• Ensure provided documentation is accurate for reimbursement purposes.
• Collaborate with billing and finance departments to resolve billing-related issues.
• Check Medi-cal eligibility as needed and at the beginning of each month via Ability website.
• Prepare TARs for submission, gather documentation, scan packets, print from Matrix and upload to the Medi-cal website.
• Enter TARSs into Medi-cal website and pending TARS spreadsheet.
• Monitor TARs twice per week in Medi-cal systems for approval or denials.
• Manage FNRC authorizations and enter when received.
• Recheck FNRC patient service codes prior to billing.
• Perform data entry, filing, and managing paperwork related to patient care, appointments, and procedures.
• Support administrative tasks as required by the clinical team and department.
• Add new employees to Backline and create new groups or patient threads.
• Fax documents and communications for clinicians, get confirmation from clinicians, scan and upload.
• Monitor recertifications and POTs daily for order entry for scheduling.

Requirements:

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in using electronic health record (EHR) systems and medical software.
• Basic knowledge of medical terminology and healthcare processes.
• Strong knowledge of Microsoft office applications preferred. (Word, Excel, and Outlook)
• Strong emphasis on providing exceptional customer service.
• Ability to multitask, prioritize, and work efficiently in a fast-paced environment.
• Strong teamwork and collaboration skills.

• A current California Drivers License.
• Current automobile insurance with agency specified limits.
• Have a reliable vehicle.

Preferred Requirements:

• Experience in healthcare admissions, home health, or medical office administration is preferred.
• Ability to maintain confidentiality to HIPAA standards.
• Ability to work with diverse populations.
• Ability to follow through with projects with minimal assistance and supervision.
• Ability to prioritize projects, work relatively independently, manage multiple tasks, and meet recurring deadlines.
• Ability to cooperate and communicate effectively with clients, supervisors and co-workers to create a mutually beneficial working relationship.
• Critical thinking skills and willingness to learn new skills.

Service Region/ Location:

This is not a remote role and requires you to work in our Chico office.

Schedule:

Monday through Friday from 8am to 5pm, with 1 hour for lunch 12pm-1pm.

Travel:

No travel is required except for possible future training to Redding or Sacramento up to twice per year.

Physical Requirements:

Job offer is conditional upon successfully passing a medical exam that tests amongst other things the ability to move, visual acuity, and hearing acuity. Physical requirements for this role specifically include:

• Sits, stands, bends, lifts, walks, and moves intermittently during working hours
• Able to lift to 35 pounds without assistance
• Able to drive intermittently

Compensation:

$23.00 - $30.00 per hour

Benefits

On the first of the month following 2 months of employment, you will be eligible for health insurance, dental insurance, vision insurance, life insurance, flexible and long-term disability, as well as Flexible Spending Account (FSA).

Leave accrues starting on your first day of employment, and you can take paid vacation, sick and holiday leave after 90 days.

We offer 401(k) matching up to 4% after 1 year of employment and 1,000 hours worked.

Mileage reimbursement.

Monthly phone stipend.