In take coordinator

Referral & Intake Management

• Receive and review patient referrals from hospitals, physicians, skilled nursing facilities, and other sources.
• Verify patient eligibility based on Medicare, Medicaid, private insurance, and agency policies.
• Obtain necessary orders, authorizations, and consents before initiating services.
• Ensure all referral documentation is complete and accurate before scheduling admissions.
• Communicate with referral sources to clarify missing or incorrect information.

Coordination of Admissions

• Schedule the start of care (SOC) visit in coordination with the interdisciplinary team (nurses, therapists, aides, social workers).
• Ensure timely OASIS assessments and development of a comprehensive plan of care.
• Work closely with the Director of Nursing (DON) and Administrator to manage urgent admissions and staffing needs.

Patient Communication & Experience

• Contact newly admitted patients to explain:
• Scope of home health services provided.
• Expected start of care date and visit schedule.
• Patient rights and responsibilities under home health care.
• Verify patient address, demographic details, and emergency contacts to ensure accuracy.
• Follow up after the first nursing visit to assess patient satisfaction and identify concerns.
• Address patient complaints or concerns by:
• Apologizing for any service shortfalls.
• Escalating issues to the Director of Nursing (DON) and Administrator for resolution.
• Assuring the patient that corrective measures will be implemented.

Clinical Documentation & Compliance

• Verify that all admission paperwork and consent forms are signed and completed by both the patient and admitting clinician.
• Ensure that OASIS documentation is accurate and submitted within regulatory timeframes.
• Accurately document:
• Patient medical history, diagnosis, and medications.
• Physician orders and treatment plans.
• Follow up with physicians and healthcare providers to obtain any missing orders or clarifications.
• Maintain updated records in the electronic medical record (EMR) system.

Communication & Collaboration

• Communicate patient admission outcomes and feedback with:
• Director of Nursing (DON).
• Administrator/Alternate Administrator.
• Coordinate with:
• Clinical staff, clinical coordinators, and administrators to ensure proper patient care planning.
• Billing and authorization teams to verify coverage and avoid service delays.
• Serve as a liaison between referral sources, physicians, and the home health team.

Quality Assurance & Process Improvement

• Track and review admission turnaround times to ensure timely patient onboarding.
• Identify and resolve gaps or inefficiencies in the intake process.
• Participate in quality assurance and performance improvement (QAPI) initiatives.

Compliance & Accountability

The Intake Nurse must follow all Medicare, Medicaid, CHAP, and Texas HHS regulations regarding home health admissions.