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Intake Coordinator
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Melodia Care Inc
Fremont, CA (In Person)
Full-Time
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Job Description
Hospice Intake Coordinator Job Summary We are seeking a highly organized and compassionate Hospice Intake Coordinator to manage the patient referral and intake process for our California-based hospice agency. This role is responsible for coordinating new patient admissions, verifying insurance benefits, obtaining authorizations, communicating with referral sources, and ensuring a smooth transition of care for patients and families. The ideal candidate will have strong knowledge of hospice intake operations, excellent communication skills, and the ability to work closely with clinical teams, referral partners, insurance providers, and families to ensure timely and compliant admissions. Key Responsibilities Manage daily hospice referral and intake operations from initial referral through admission. Receive, review, and process new patient referrals in a timely and accurate manner. Communicate with referral sources, hospitals, physicians, case managers, families, and internal clinical teams. Verify patient eligibility, insurance benefits, payer requirements, and authorization needs. Coordinate with insurance companies, case managers, and payers to obtain required approvals and authorizations. Ensure all intake documentation is complete, accurate, and compliant with hospice policies, Medicare, Medi-Cal, California state regulations, and accreditation standards. Coordinate patient admission timelines with nursing, clinical, and administrative staff. Assist in gathering required clinical records, physician orders, face sheets, insurance information, and signed consents. Support a smooth transition of patients from hospitals, facilities, or home settings into hospice care. Maintain positive relationships with referral sources and support excellent customer service throughout the intake process. Track referral activity, admission status, pending documentation, and referral trends. Identify delays or barriers in the admission process and communicate updates to leadership. Maintain confidentiality of patient information in accordance with HIPAA and company policies. Participate in quality improvement activities related to intake, admissions, and referral management. Maintain working knowledge of hospice services, payer guidelines, community resources, and company service areas. Qualifications Current California RN license preferred; Minimum 2-3 years of healthcare experience required; hospice, home health, or post-acute care experience strongly preferred. Prior experience in intake, admissions, insurance verification, authorization, or referral coordination preferred. Knowledge of Medicare, Medi-Cal, private insurance, and hospice eligibility requirements preferred. Familiarity with California hospice regulations, HIPAA, and healthcare compliance standards. Strong communication, customer service, and relationship-building skills. Ability to work effectively with patients, families, referral sources, clinical teams, and payers. Strong organizational skills with the ability to manage multiple referrals and deadlines. Detail-oriented with accurate documentation and follow-up skills. Comfortable using EMR systems, Microsoft Office, and other healthcare software. Ability to remain calm, professional, and compassionate in fast-paced or sensitive situations. Preferred Skills Experience working with hospitals, skilled nursing facilities, case managers, discharge planners, and physician offices. Knowledge of hospice admission criteria and required documentation. Experience negotiating or coordinating payer requirements and service authorizations. Bilingual abilities are a plus. Work Environment This position may require communication with patients, families, healthcare providers, insurance companies, and referral sources throughout the day. The Intake Coordinator must be able to work in a fast-paced environment while maintaining professionalism, accuracy, and compassion.