Intake Coordinator

Job Description

Job DescriptionJob Title/Position: Intake Coordinator
Reports To: Business Office Manager
Location: Billings, MT
Schedule: Monday - Friday, 8am to 5pm

Come join an amazing and growing team at Stillwater Hospice. At nine locations and growing Stillwater has succeeded in the end of life space by prioritizing team members within the organization. With second to none patient service and community dedication, Stillwater is the provider of choice in the communities in which we serve. Stillwater Hospice Nurses are a critical part of our care team. If you are excited about stepping into an important role for a growing, and dynamic team, apply now!!

**Currently Interviewing**PAY RATE: $18-$22 / Hour
benefits, pto and much more!

• Health Insurance
• Dental and Vision Insurance
• 401k Retirement Plan
  • 100% match up to 4%
  • No vesting period
• Paid Time Off (PTO)
  • Accrual of PTO starts immediately
• Flexible Work Schedule with Work/Life Balance
• Stillwater University for learning and development

Job Description SummaryThe Hospice Intake Coordinator serves as the first point of contact for patients, families, physicians, and referral sources initiating hospice care services. This position is responsible for efficiently managing the intake and admission process, ensuring timely and compassionate communication, accuracy in documentation, and seamless coordination between clinical and administrative teams. The Intake Coordinator plays a critical role in ensuring that patients receive timely access to end-of-life care with dignity and respect. Essential Job Functions/Responsibilities

• Answer and process calls into the office with responsibility for taking messages and transferring calls to other staff members.

• Receive and process hospice referrals from physicians, hospitals, skilled nursing facilities, and other referral sources.

• Establish prompt and compassionate communication with patients and families to explain hospice services, eligibility, and next steps.

• Gather and verify demographic, insurance, clinical, and medical information to determine eligibility and service needs.

• Coordinate initial assessment visits by communicating with nursing staff, physicians, and interdisciplinary team members.

• Accurately enter and maintain all referral and intake data in the electronic health record (EHR) and intake tracking systems.

• Ensure required documentation is received and processed, including physician orders, face-to-face encounters, and clinical notes.

• Work closely with clinical and administrative staff to schedule admissions, obtain authorizations, and facilitate smooth transitions to hospice care.

• Maintain confidentiality and compliance with HIPAA and all regulatory guidelines.

• Support referral source relationships by providing timely follow-up, status updates, and professional communication.

• Participate in daily team meetings, case reviews, and quality assurance activities as needed.

Position Qualifications

Education and Experience:

• High School Diploma or GED required; Associate’s or Bachelor’s degree in healthcare or related field preferred.

• Minimum of 1–2 years of experience in hospice, home health, or healthcare intake/admissions required.

• Familiarity with hospice eligibility criteria, CMS regulations, and end-of-life care practices preferred.
  

Skills and Competencies:

• Strong interpersonal and communication skills, with a compassionate and empathetic demeanor.

• Ability to work in a fast-paced environment and manage multiple referrals simultaneously.

• Proficient in using electronic health records (EHRs), Microsoft Office Suite, and referral management software.

• Exceptional organizational skills, attention to detail, and problem-solving ability.

• Ability to work independently and collaboratively within an interdisciplinary team.

• Strong ethical standards and commitment to confidentiality and patient rights.

Physical and Work Requirements:

• Primarily office-based with potential for remote or hybrid work, depending on organizational structure.

• Occasional travel to facilities, hospitals, or patient homes may be required.

• Must be able to sit, stand, and use standard office equipment for extended periods.

Core Competencies:

• Compassionate Communication

• Patient-Centered Focus

• Accuracy and Accountability

• Time Management

• Team Collaboration

• Ethical Integrity

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