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Job Description
This is a hybrid role based in Greenfield, scheduled Monday through Friday from 9:00 AM-5:00 PM. The Intake Coordinator for Home Medical Equipment (HME) is responsible for managing incoming referrals, verifying insurance, ensuring documentation accuracy, and initiating the order process for medical equipment and supplies. This role serves as a critical link between referral sources, patients, customer service, billing, and delivery teams, ensuring that all orders meet regulatory, payer, and operational requirements.
Referral Intake & Documentation:
Receive and review incoming referrals from physicians, hospitals, clinics, and other healthcare providers. Verify all required documentation, including physician orders, CMNs (Certificates of Medical Necessity), prescriptions, and clinical notes. Communicate with referral sources to obtain missing or incomplete documentation in a timely manner.
Order Processing & Coordination:
Enter patient demographics, insurance information, and equipment orders into the system (e.g., Brightree, McKesson, or similar). Work closely with customer service representatives and delivery technicians to schedule and coordinate equipment setup. Prioritize urgent orders (e.g., hospital discharges, oxygen needs) to ensure prompt response.
Insurance Verification & Compliance:
Verify patient eligibility and coverage with insurance providers, including Medicare, Medicaid, and commercial payers. Confirm medical necessity and pre-authorization requirements for DME/HME items. Ensure all documentation and processes meet regulatory compliance standards (CMS, HIPAA, payer guidelines).
Communication & Support:
Serve as a liaison between internal departments (billing, warehouse, clinical) and external contacts (referral sources, patients). Respond promptly to inquiries about referral status, required documents, and equipment availability. Support ongoing tracking of pending referrals and follow up regularly to complete intake. Available for on-call as needed. Experience in healthcare, medical office administration or medical equipment coordination preferred Experience with insurance processes preferred High school diploma or equivalent Strong negotiation and vendor management skills. Knowledge of healthcare regulations and compliance requirements. Excellent analytical and problem-solving abilities. Strong communication and interpersonal skills. Proficiency in purchasing software and Microsoft Office Suite. Suburban Home Medical Equipment is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Suburban Health at Home is committed to equal employment opportunity for all employees and to providing employees with a work environment free of discrimination, harassment, and workplace violence. All employment decisions at Suburban Health at Home are made based on job requirements, individual qualifications, or business need without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristics under applicable law. Suburban Health at Home creates a culture with zero tolerance for discrimination or harassment and seeks an environment of inclusion and respect at work.
