Intake Coordinator
for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title. No Job ID etc. Remove boilerplate. Must preserve all substantive info.
We need to parse the posting.
Location: Madison, WI 1.0 FTE (40 hours/week) | Shift | Monday-Friday | 8:30am - 5:30pm Every 8th Weekend and 1-2 holidays/year
That's schedule info: Monday-Friday 8:30am-5:30pm, plus every 8th weekend and 1-2 holidays/year. So we can include a Schedule section.
Pay: Not explicitly mentioned. There's "Competitive pay with free parking" under Benefits. No specific pay amount. The rule: do NOT create Pay/Schedule/Benefits sections unless posting actually states them. For Pay, we have no specific pay figure; "Competitive pay" is vague but maybe considered not specific enough? The rule says never emit a heading followed by filler/placeholder text (e.g., "commensurate with experience", "not specified", "N/A", "varies", "TBD"). "Competitive pay" could be considered vague but not exactly placeholder. However they said "Prefer a few substantive sections over many thin ones." Might be okay to include Pay section with "Competitive pay with free parking". But they also have Benefits section that includes health, dental, vision, retirement, PTO, etc. The "Competitive pay with free parking" could be part of Benefits. Actually they listed Benefits: Competitive pay with free parking Health, dental, and vision insurance... So we could combine pay and benefits into one Benefits section. But they have separate headings for Pay and Benefits. Since we don't have specific pay amount, maybe we should not create a Pay section; instead include pay info under Benefits. The rule: "never create Pay/Schedule/Benefits sections unless the posting actually states them." It does state "Competitive pay with free parking" which is a statement about pay, albeit vague. But it's still stating pay. However they also say avoid filler like "commensurate with experience". "Competitive pay" is similar to that. Might be considered filler. Safer to not create Pay section, and incorporate that into Benefits? But Benefits section already exists with health etc. We could add "Competitive pay with free parking" as a bullet under Benefits. That would satisfy.
Schedule: we have specific schedule: Monday-Friday 8:30am-5:30pm, every 8th weekend and 1-2 holidays/year. That's specific enough. So include Schedule section.
Now sections:
About the role: The introductory paragraph after location: "Make a lasting impact with Agrace Join Agrace, a nationally recognized nonprofit leader in hospice and palliative care. If you are looking for a role that helps support meaningful, patient-centered care, this is your opportunity to make a difference!" That's about the role. Could be under About the role.
Responsibilities: The "How You’ll Make a Difference (Essential Functions)" and then bullet list of duties. We'll capture responsibilities.
Requirements: Might be separate from Qualifications? The posting has "You Bring (Qualifications)" which includes education, experience, skills. Could treat as Qualifications. There's also maybe "Requirements" not separate. We'll combine into Qualifications.
Skills: Could be extracted from qualifications list: strong customer service, verbal/written communication, listening, prioritization, problem-solving, etc. But we can keep Qualifications section covering education, experience, skills. The rule: prefer few substantive sections over many thin ones. So we could have About the role, Responsibilities, Qualifications, Benefits, Schedule. That's five sections.
We must not include headings with filler. Ensure each heading has substantive content.
Now we need to output HTML fragment only, no /. Use for each section heading. Use - for any list of duties/requirements/benefits. Use
for prose.
We need to preserve all substantive information; do not invent or summarize away detail. So we need to include all details from the posting, but we can format them as lists.
We must remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. At the end there is EEO statement about Agrace Health Inc is an Equal Opportunity Employer... That's boilerplate; we should remove it. Also the "About Agrace" paragraph is substantive? It describes the organization; could be considered part of About the role or maybe separate. The instruction says to include About the role section; we can incorporate that description there. The "About Agrace" paragraph is about the organization, not the role specifically, but could be considered part of About the role. We'll include it.
We must not repeat the job title as a heading. The job title is Intake Coordinator (or Intake Specialist). Not used as heading.
Now let's extract content.
Location and schedule: "Location: Madison, WI 1.0 FTE (40 hours/week) | Shift | Monday-Friday | 8:30am - 5:30pm Every 8th Weekend and 1-2 holidays/year". We'll put schedule details in Schedule section.
Now About the role: "Make a lasting impact with Agrace Join Agrace, a nationally recognized nonprofit leader in hospice and palliative care. If you are looking for a role that helps support meaningful, patient-centered care, this is your opportunity to make a difference!" plus maybe the "About Agrace" paragraph: "For more than 45 years, Agrace has been an innovator and leader in both caring for patients and their families, and in educating others about death, dying and grief. We are the largest hospice provider in Wisconsin. Well known for end-of-life care, Agrace also serves people across southern Wisconsin who are aging, seriously ill or grieving. At Agrace we are strengthened by the unique experiences, cultures and traditions of our staff, patients and clients. Together, we pursue a vision in which every Agrace staff member is treated fairly, and every patient and client experiences the respectful, individualized care they need and deserve. We foster a culture of belonging that celebrates people’s uniqueness and leads to meaningful, empathetic connections."
We'll combine into About the role.
Responsibilities: The "How You’ll Make a Difference (Essential Functions)" paragraph and then the list under Key Responsibilities and other duties. We need to capture all duties.
Let's list responsibilities from the text:
- Receive and manage inquiries and referrals
- Receive, log, prioritize, and track inquiries and referrals from hospitals, physicians, clinics, skilled nursing facilities, patients, clients, families, and community partners.
- Serve as the primary contact for inbound referrals and referral-related questions across Agrace service lines.
- Respond promptly, establish the next action, and maintain ownership until the referral is admitted, transferred, closed, or otherwise resolved.
- Identify and address questions, concerns, and objections that may prevent or delay scheduling or enrollment.
- Help patients, clients, and families understand available services and the importance of timely follow-up.
- Collect and validate demographic, clinical, payer, physician-order, legal decision-maker, and supporting documentation.
- Review referral information for completeness and obtain missing medical records, medication lists, history and physicals, discharge summaries, orders, advance directives, consents, and other required documents.
- Create and maintain an accurate referral record in the electronic health record, referral-management platform, customer relationship management system, or other designated systems.
- Monitor pending referral queues and follow up consistently to prevent delays or lost referrals.
- Coordinate screening, review, and admission readiness
- Gather information about the patient’s or client’s current condition and goals.
- Help patients, clients, and families understand which Agrace service may best meet their needs.
- Screen referrals for the requested service line, clinical appropriateness, geographic coverage, capacity, payer requirements, and required level of care within the role’s established scope.
- Coordinate clinical review and admission decisions with nursing, medical services, admissions, scheduling, and operational leaders.
- Identify and escalate complex, high-risk, delayed, or incomplete referrals to the appropriate clinical or operational resource.
- Verify insurance benefits and payer eligibility.
- Obtain or track prior authorization and related documentation when required, including Medicare, Medicaid, Medicare Advantage, and commercial plans.
- Obtain information required for hospice certification and coordinate follow-up with primary care and referring physicians within required regulatory timeframes.
- Coordinate pre-admission face-to-face encounters and assessments for health care decision-making capacity when needed.
- Identify services or programs that may affect admission and coordinate resolution with outside health care organizations and Agrace teams.
- Support Quality, performance and team operations.
- Other duties
- Maintain complete, timely, and accurate documentation that meets Agrace standards, payer requirements, HIPAA privacy requirements, and applicable regulations.
- Support monitoring of referral acknowledgment time, review turnaround time, referral-to-admission conversion, lost-referral reasons, time from referral to admission or start of care, authorization delays, documentation completeness, referral-source satisfaction, admission volume, and forecast accuracy.
- Identify recurring barriers, documentation defects, and workflow concerns.
- Share findings and participate in improvement efforts.
- Participate in intake coverage schedules, which may include evening, weekend, or on-call coverage based on organizational needs.
- Provide job-shadow opportunities and participate in work groups, meetings, and committees related to position responsibilities.
- Provide informational visits or tours to prospective patients, clients, and families when assigned.
- Perform other duties as assigned.
- The duties listed are representative and are not all-inclusive.
We need to keep all that. We'll put them in a
- list.
Now Qualifications: The "You Bring (Qualifications)" section.
List:
- High school diploma or GED or equivalent combination of education and work experience
- Minimum 1 year Customer Service Experience, Insurance or Healthcare experience preferred.
- Experience in hospice, palliative care, home health, skilled nursing, rehabilitation, hospital care coordination, or another post-acute setting.
- Experience using electronic health records, referral-management systems, customer relationship management systems, Microsoft Office, and electronic document-management tools.
- Strong customer service, verbal communication, written communication, listening, prioritization, and problem-solving skills.
- Ability to develop, maintain, and apply knowledge of Agrace service offerings.
- Ability to maintain professional boundaries with patients, families, and co-workers.
- Ability to manage multiple open referrals accurately in a high-volume environment while adjusting priorities as needs change.
- Ability to work effectively and cooperatively with others.
- Ability to multitask and thrive in a demanding environment.
- Ability to lead conversations and resolve conflicts.
- Ability to maintain organization in handling multiple open referrals.
- Competence in culture/ethnicity, gender, race, age, identification, and educational background diversity
- Proficiency in using Microsoft Windows, Microsoft Office Suite
- Experience with electronic health records (EHR)
- Ability to communicate effectively verbally and in writing.
- Ability to be flexible in time and task to meet organizational needs.
- Ability to maintain confidentiality about patients, families, caregivers, staff, donors, and organizational intellectual property.
- Ability to use proper body mechanics and standard precautions.
Note there are some duplicates: "Ability to communicate effectively verbally and in writing." appears also earlier as strong customer service etc. We'll keep as is but could deduplicate? The instruction: preserve ALL substantive information; do NOT invent or summarize away detail. Duplicated lines: we should remove duplicated lines. So we need to detect duplicates and remove them. Let's see duplicates:
- "Strong customer service, verbal communication, written communication, listening, prioritization, and problem-solving skills."
- Later "Ability to communicate effectively verbally and in writing." This is similar but not exact duplicate; it's a different phrasing. Not duplicate exact string. So we keep both.
- "Experience using electronic health records, referral-management systems
- for any list of duties/requirements/benefits. Use
for prose. We need to preserve all substantive information; do not invent or summarize away detail. So we need to include all details from the posting, but we can format them as lists. We must remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. At the end there is EEO statement about Agrace Health Inc is an Equal Opportunity Employer... That's boilerplate; we should remove it. Also the "About Agrace" paragraph is substantive? It describes the organization; could be considered part of About the role or maybe separate. The instruction says to include About the role section; we can incorporate that description there. The "About Agrace" paragraph is about the organization, not the role specifically, but could be considered part of About the role. We'll include it. We must not repeat the job title as a heading. The job title is Intake Coordinator (or Intake Specialist). Not used as heading. Now let's extract content. Location and schedule: "Location: Madison, WI 1.0 FTE (40 hours/week) | Shift | Monday-Friday | 8:30am - 5:30pm Every 8th Weekend and 1-2 holidays/year". We'll put schedule details in Schedule section. Now About the role: "Make a lasting impact with Agrace Join Agrace, a nationally recognized nonprofit leader in hospice and palliative care. If you are looking for a role that helps support meaningful, patient-centered care, this is your opportunity to make a difference!" plus maybe the "About Agrace" paragraph: "For more than 45 years, Agrace has been an innovator and leader in both caring for patients and their families, and in educating others about death, dying and grief. We are the largest hospice provider in Wisconsin. Well known for end-of-life care, Agrace also serves people across southern Wisconsin who are aging, seriously ill or grieving. At Agrace we are strengthened by the unique experiences, cultures and traditions of our staff, patients and clients. Together, we pursue a vision in which every Agrace staff member is treated fairly, and every patient and client experiences the respectful, individualized care they need and deserve. We foster a culture of belonging that celebrates people’s uniqueness and leads to meaningful, empathetic connections." We'll combine into About the role. Responsibilities: The "How You’ll Make a Difference (Essential Functions)" paragraph and then the list under Key Responsibilities and other duties. We need to capture all duties. Let's list responsibilities from the text: - Receive and manage inquiries and referrals - Receive, log, prioritize, and track inquiries and referrals from hospitals, physicians, clinics, skilled nursing facilities, patients, clients, families, and community partners. - Serve as the primary contact for inbound referrals and referral-related questions across Agrace service lines. - Respond promptly, establish the next action, and maintain ownership until the referral is admitted, transferred, closed, or otherwise resolved. - Identify and address questions, concerns, and objections that may prevent or delay scheduling or enrollment. - Help patients, clients, and families understand available services and the importance of timely follow-up. - Collect and validate demographic, clinical, payer, physician-order, legal decision-maker, and supporting documentation. - Review referral information for completeness and obtain missing medical records, medication lists, history and physicals, discharge summaries, orders, advance directives, consents, and other required documents. - Create and maintain an accurate referral record in the electronic health record, referral-management platform, customer relationship management system, or other designated systems. - Monitor pending referral queues and follow up consistently to prevent delays or lost referrals. - Coordinate screening, review, and admission readiness - Gather information about the patient’s or client’s current condition and goals. - Help patients, clients, and families understand which Agrace service may best meet their needs. - Screen referrals for the requested service line, clinical appropriateness, geographic coverage, capacity, payer requirements, and required level of care within the role’s established scope. - Coordinate clinical review and admission decisions with nursing, medical services, admissions, scheduling, and operational leaders. - Identify and escalate complex, high-risk, delayed, or incomplete referrals to the appropriate clinical or operational resource. - Verify insurance benefits and payer eligibility. - Obtain or track prior authorization and related documentation when required, including Medicare, Medicaid, Medicare Advantage, and commercial plans. - Obtain information required for hospice certification and coordinate follow-up with primary care and referring physicians within required regulatory timeframes. - Coordinate pre-admission face-to-face encounters and assessments for health care decision-making capacity when needed. - Identify services or programs that may affect admission and coordinate resolution with outside health care organizations and Agrace teams. - Support Quality, performance and team operations. - Other duties - Maintain complete, timely, and accurate documentation that meets Agrace standards, payer requirements, HIPAA privacy requirements, and applicable regulations. - Support monitoring of referral acknowledgment time, review turnaround time, referral-to-admission conversion, lost-referral reasons, time from referral to admission or start of care, authorization delays, documentation completeness, referral-source satisfaction, admission volume, and forecast accuracy. - Identify recurring barriers, documentation defects, and workflow concerns. - Share findings and participate in improvement efforts. - Participate in intake coverage schedules, which may include evening, weekend, or on-call coverage based on organizational needs. - Provide job-shadow opportunities and participate in work groups, meetings, and committees related to position responsibilities. - Provide informational visits or tours to prospective patients, clients, and families when assigned. - Perform other duties as assigned. - The duties listed are representative and are not all-inclusive. We need to keep all that. We'll put them in a
- list. Now Qualifications: The "You Bring (Qualifications)" section. List: - High school diploma or GED or equivalent combination of education and work experience - Minimum 1 year Customer Service Experience, Insurance or Healthcare experience preferred. - Experience in hospice, palliative care, home health, skilled nursing, rehabilitation, hospital care coordination, or another post-acute setting. - Experience using electronic health records, referral-management systems, customer relationship management systems, Microsoft Office, and electronic document-management tools. - Strong customer service, verbal communication, written communication, listening, prioritization, and problem-solving skills. - Ability to develop, maintain, and apply knowledge of Agrace service offerings. - Ability to maintain professional boundaries with patients, families, and co-workers. - Ability to manage multiple open referrals accurately in a high-volume environment while adjusting priorities as needs change. - Ability to work effectively and cooperatively with others. - Ability to multitask and thrive in a demanding environment. - Ability to lead conversations and resolve conflicts. - Ability to maintain organization in handling multiple open referrals. - Competence in culture/ethnicity, gender, race, age, identification, and educational background diversity - Proficiency in using Microsoft Windows, Microsoft Office Suite - Experience with electronic health records (EHR) - Ability to communicate effectively verbally and in writing. - Ability to be flexible in time and task to meet organizational needs. - Ability to maintain confidentiality about patients, families, caregivers, staff, donors, and organizational intellectual property. - Ability to use proper body mechanics and standard precautions. Note there are some duplicates: "Ability to communicate effectively verbally and in writing." appears also earlier as strong customer service etc. We'll keep as is but could deduplicate? The instruction: preserve ALL substantive information; do NOT invent or summarize away detail. Duplicated lines: we should remove duplicated lines. So we need to detect duplicates and remove them. Let's see duplicates: - "Strong customer service, verbal communication, written communication, listening, prioritization, and problem-solving skills." - Later "Ability to communicate effectively verbally and in writing." This is similar but not exact duplicate; it's a different phrasing. Not duplicate exact string. So we keep both. - "Experience using electronic health records, referral-management systems