Community Liaison / Intake Coordinator

Benefits:

• 401(k)
• Competitive salary
• Flexible schedule
• Home office stipend
• Training & development

Job Summary
 
Millenia Hospice is seeking a professional, dependable, and motivated Part-Time Community Liaison / Intake Coordinator to represent our hospice agency in the community and assist with referral coordination, admission paperwork, patient chart preparation, and ongoing facility chart maintenance.
This position is responsible for building and maintaining professional relationships with referral sources, including skilled nursing facilities, assisted living facilities, independent living communities, group homes, physician offices, hospitals, and community partners. The Community Liaison / Intake Coordinator will also assist with timely referral follow-up, verification of benefits, authorization to release medical records, informed consent coordination, admission paperwork, and preparation of required patient charts for each care setting. 
The ideal candidate must be organized, professional, self-motivated, detail-oriented, and able to meet strict deadlines. This position requires excellent communication skills, strong follow-through, and the ability to represent Millenia Hospice with integrity, compassion, and professionalism at all times.  
Position Type

• Part-Time W-2 Employee
• Field-based/community-based role with administrative responsibilities
• Expected work hours may vary based on referrals, marketing activities, patient admission needs, and agency priorities.
  Compensation
• $2,000 per month salary equivalent
• $500 monthly gas/travel stipend, subject to agency policy, required documentation, and applicable payroll/tax treatment
• Paid according to Millenia Hospice’s normal payroll schedule

Key Responsibilities 
Community Marketing and Outreach

• Market Millenia Hospice professionally within the community.
• Develop and maintain relationships with skilled nursing facilities, assisted living facilities, independent living communities, group homes, hospitals, physician offices, discharge planners, case managers, and other potential referral sources.
• Educate referral sources and community partners regarding Millenia Hospice services, hospice philosophy, and the agency’s admission process.
• Represent Millenia Hospice in a professional and ethical manner at all times.
• Maintain a regular marketing/outreach schedule as assigned by the Administrator or designee.

Referral Follow-Up and Intake Coordination

• Follow up on new referrals timely and professionally.
• Assist with gathering required patient information needed for referral review.
• Complete verification of benefits for all new referrals within 12 hours of receiving the referral, unless there is a documented reason the task cannot be completed within that timeframe.
• Communicate referral status updates to the Administrator, Director of Nursing, or designated agency staff.
• Escalate any delays, barriers, missing information, or urgent referral concerns immediately.
• Maintain accurate records of referral activity and follow-up attempts.

Authorization to Release Medical Records

• Obtain the Authorization to Release Medical Records from the potential patient, legal representative, or responsible party within 12 hours of receiving a referral, when the patient/family is available and appropriate to sign.
• Ensure the form is completed accurately, signed, dated, and submitted to the appropriate agency staff.
• Follow up promptly when forms are incomplete, missing, or delayed.
• Notify the Administrator or designee immediately if there are barriers preventing timely completion.

Informed Consent and Admission Paperwork

• Obtain the Hospice Informed Consent and other required admission forms from the patient, legal representative, or responsible party within 12 hours after the agency gives verbal or written approval that the patient is financially and clinically appropriate for admission.
• Ensure all required admission documents are signed prior to the admission nurse completing the admission, unless an exception is approved by the Administrator or Director of Nursing.
• Review forms for completeness before submitting them to the agency.
• Communicate immediately if the patient, family, or responsible party has questions, hesitation, refuses to sign, or requires additional clinical explanation from the nurse or agency leadership.

New Patient Chart Preparation

• Prepare new patient charts with all required forms, documents, and agency-approved materials.
• Ensure charts are properly organized and ready for placement in the patient’s care setting, including but not limited to:
   Patient home 
• Skilled nursing facility 
• Assisted living facility 
• Independent living community 
• Group home 
• Any other approved patient care setting
• Use the agency’s approved chart checklist to ensure all required documents are included.
• Ensure charts are accurate, professional, complete, and updated according to agency expectations.

Monthly Patient Chart Updates

• Update patient charts monthly with the previous month’s required forms, documents, and agency materials.
• Monthly chart updates must be completed by the first week of each month, unless otherwise directed by the Administrator or designee.
• Report any missing documents, outdated forms, incomplete paperwork, or facility chart issues timely.
• Maintain organized records of completed chart updates and pending items.

Compliance and Ethical Marketing

• Follow all Millenia Hospice policies and procedures.
• Follow HIPAA privacy and confidentiality requirements at all times.
• Maintain patient and agency confidentiality in all settings.
• Follow Medicare, Medicaid, state, federal, and agency requirements related to hospice marketing, referral coordination, patient rights, and admission paperwork.
• Do not offer, promise, or provide anything of value in exchange for referrals.
• Do not pressure patients, families, facilities, or referral sources to choose Millenia Hospice.
• Do not promise admission or hospice eligibility approval before appropriate clinical and financial review is completed by the agency.
• Report compliance concerns, referral concerns, patient complaints, or facility concerns immediately to the Administrator or appropriate agency leader.

Professional Communication and Accountability

• Communicate professionally with patients, families, facilities, referral sources, and agency staff.
• Respond timely to calls, texts, emails, and referral-related communication during assigned work times.
• Maintain a professional appearance when representing Millenia Hospice in the community.
• Provide timely updates regarding referrals, pending paperwork, signed consents, verification of benefits, chart setup, and facility chart updates.
• Meet assigned deadlines and notify leadership immediately if a deadline cannot be met.
• Accept feedback, coaching, and corrective instruction professionally.
• Follow the agency chain of command when concerns or barriers arise.

Required Qualifications

• High school diploma or equivalent required.
• Previous healthcare, hospice, home health, senior care, facility relations, marketing, intake, or community liaison experience preferred.
• Strong communication and interpersonal skills.
• Ability to build professional relationships with referral sources and community partners.
• Ability to complete paperwork accurately and timely.
• Ability to follow deadlines and agency checklists.
• Ability to maintain confidentiality and comply with HIPAA requirements.
• Must have reliable transportation.
• Must have a valid driver’s license and current auto insurance.
• Must be able to travel to patient homes, SNFs, ALFs, independent living communities, group homes, hospitals, physician offices, and other community locations.
• Must be able to pass background checks, OIG exclusion screening, and other required onboarding requirements.
• Must be dependable, organized, professional, and able to work independently with minimal supervision.

Performance Expectations
The Community Liaison / Intake Coordinator is expected to meet the following performance standards:

• Complete verification of benefits within 12 hours of referral receipt.
• Obtain Authorization to Release Medical Records within 12 hours of referral receipt, when patient/family is available.
• Obtain informed consent and required admission forms within 12 hours after agency approval for admission.
• Ensure admission forms are signed before the admission nurse completes the admission, unless an approved exception is granted.
• Prepare new patient charts accurately and timely.
• Complete monthly chart updates by the first week of each month.
• Maintain consistent professional communication with referral sources and agency staff.
• Submit marketing activity reports, referral updates, and required documentation as assigned.
• Escalate barriers, delays, missing documents, or concerns immediately.
• Follow all agency policies, confidentiality requirements, and compliance standards.

Failure to meet assigned responsibilities, complete required tasks timely, follow agency policy, communicate professionally, or maintain compliance standards may result in corrective action, up to and including termination. 
Work Environment
This is a part-time, field-based position with administrative responsibilities. The employee will travel to referral sources, patient care settings, and community locations as needed. Some administrative work may be completed remotely or at the agency office, depending on agency needs and supervisor direction.  
About Millenia Hospice
Millenia Hospice is committed to providing compassionate, patient-centered hospice care to individuals and families facing life-limiting illness. Our team works together to support comfort, dignity, quality of life, and emotional support for patients and their loved ones.
We are looking for a Community Liaison / Intake Coordinator who is passionate about serving patients, building strong community relationships, and helping families access hospice care when it is needed.
 Equal Opportunity Statement
Millenia Hospice is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.
 

Flexible work from home options available.