Intake Coordinator -

Home Health & Personal Assistance Services Company:

Jcare Home Health Agency LLC Location:

Dallas-Fort Worth, TX Position:

Full-Time Position Summary Hearts That Care Home Care Agency, LLC is seeking an organized, detail-oriented, and proactive Intake Coordinator to manage incoming patient referrals and coordinate the intake process from initial referral through admission and billing readiness. The Intake Coordinator plays a critical role in ensuring referrals are processed accurately and promptly, required documentation and authorizations are obtained, patients are admitted without unnecessary delays, and each patient record meets applicable Medicare, Medicaid, managed care, and other payer requirements. This position works closely with the Administrator, Director of Nursing (DON), clinical team, PAS supervisors, billing department, physicians, hospitals, case managers, insurance companies, and referral sources. Key ResponsibilitiesReferral & Intake Management Receive, review, track, and process incoming referrals for home health and applicable personal assistance services. Verify referral documentation for completeness, including: Physician orders Face-to-Face (F2F) documentation when required Patient demographics Insurance eligibility and benefits Prior authorization Supporting clinical documentation Verify insurance eligibility and authorization requirements before admission. Ensure required intake documentation meets applicable federal, state, agency, and payer requirements. Contact physicians' offices, hospitals, case managers, insurance companies, and referral sources to obtain missing or corrected documentation. Follow up consistently on pending referrals and outstanding documentation. Coordinate timely admissions and Start of Care with the clinical team. Maintain communication with patients and families throughout the intake and admission process. Identify potential barriers to admission and proactively work to resolve them. Clinical & PAS Coordination Coordinate skilled service referrals, including: Skilled Nursing (SN) Physical Therapy (PT) Occupational Therapy (OT) Speech Therapy (ST) Medical Social Worker (MSW) Home Health Aide (HHA), when applicable Collaborate with clinicians, the DON, Administrator, and other team members to facilitate timely patient care. Ensure ordered services are consistent with payer authorization and documentation requirements. Coordinate with PAS supervisors regarding Personal Assistance Services and related patient needs. Communicate changes in authorization, eligibility, service hours, or patient status to the appropriate department. Compliance & Documentation Maintain compliance with applicable Medicare Conditions of Participation (CoPs), Medicaid requirements, payer policies, state regulations, and agency procedures. Review intake and patient records for completeness, accuracy, and required documentation. Maintain accurate and current information within agency EMR and operational systems, including Axxess and Vesta . Monitor outstanding orders, authorizations, eligibility issues, and missing documentation. Help ensure patient episodes are complete and billing-ready. Assist with internal and external audits and corrective actions when documentation or compliance issues are identified. Escalate compliance concerns promptly to the Administrator and/or DON. Billing & Revenue Cycle Support Work closely with the billing department to facilitate accurate and timely claim submission. Verify that required documentation and authorization are available to support clean claims. Assist in resolving billing issues involving: Missing documentation Authorization discrepancies Eligibility issues Claim rejections Claim denials Assist with Accounts Receivable (AR) follow-up and collection activities as assigned. Provide support with Accounts Payable (AP) and other administrative functions when needed. Communicate documentation deficiencies to the appropriate staff and follow through until resolved. Tracking & Reporting Maintain an accurate referral tracking log for all incoming referrals. Track referral status from receipt through admission, denial, cancellation, or other disposition. Track referral sources and referral volume.

Prepare monthly reports showing:

Total referrals received Admissions Pending referrals Referral conversion rate Referral sources Authorization/documentation issues Compliance concerns Track total skilled visits weekly for billing and operational reporting. Identify trends in referral volume, payer mix, denials, documentation delays, and referral sources. Provide reports to leadership to support operational, compliance, billing, and business-development decisions. Collaboration & Communication Work directly with the Administrator and Director of Nursing (DON) . Serve as a liaison among intake, clinical staff, PAS supervisors, billing, physicians, hospitals, case managers, insurance companies, patients, families, and referral partners. Maintain professional and timely communication with internal and external stakeholders. Participate in staff meetings and provide updates regarding pending admissions, authorizations, documentation, and referral activity. Help develop efficient workflows that reduce admission delays and improve overall agency operations. Qualifications Previous experience in home health intake, home care, medical office administration, insurance verification, authorization, or healthcare coordination preferred. Knowledge of Medicare, Medicaid, managed care, insurance eligibility, and authorization processes preferred. Understanding of home health documentation and regulatory requirements strongly preferred. Familiarity with Kinnser and Vesta preferred. Strong organizational and multitasking abilities. Excellent attention to detail and follow-through. Strong verbal and written communication skills. Ability to communicate professionally with physicians, hospitals, case managers, patients, families, insurance companies, and agency staff. Comfortable working in a fast-paced environment with changing priorities. Strong computer and data-entry skills. Ability to identify problems, troubleshoot issues, and prevent unnecessary delays in patient admissions and billing. Ideal Candidate The ideal candidate takes ownership of every referral from beginning to end. This individual is proactive rather than reactive, follows up consistently on outstanding items, communicates clearly with all departments, and understands that timely intake, regulatory compliance, accurate documentation, and billing readiness are all connected. The successful Intake Coordinator will help Hearts That Care Home Care Agency provide a smooth admission experience for patients while supporting clinical quality, compliance, operational efficiency, and timely reimbursement. Hearts That Care Home Care Agency, LLC Care That Makes a

Difference Pay:

$18.00 - $23.00 per hour

Work Location:

In person