Intake Specialist and SchedulerEmployment Type- Contract-to-Hire
- Full Time
LocationPosition Summary The Intake Specialist and Scheduler serves as the primary coordinator for incoming referrals and clinician scheduling. This role manages referrals from receipt through admission coordination, maintains accurate patient and insurance information, and builds schedules that support timely, appropriate care. The position collaborates with clinical leadership, field staff, referral sources, and billing to resolve barriers, maintain continuity of care, and keep patients and families informed.
Key Responsibilities- Receive, process, document, and track referrals from receipt through acceptance, admission, delay, or non-admission; obtain missing demographics, orders, clinical records, and payer information.
- Coordinate with clinical leadership regarding patient needs, service area, staffing capacity, admission readiness, and urgent barriers; route clinical eligibility decisions and patient clinical concerns to licensed clinicians.
- Partner with billing to support insurance verification and authorization processes, monitor confirmed coverage and authorization information, and escalate potential gaps or delays.
- Create and adjust clinician schedules based on plan-of-care direction, qualifications, availability, geography, workload, patient needs, ordered frequencies, and authorized services while communicating changes to affected parties.
Additional Responsibilities- Coordinate start-of-care, evaluation, routine, resumption, recertification, and discharge visits as directed by the clinical team.
- Maintain accurate referral, authorization, census, scheduling, hospitalization, transfer, and discharge information in applicable systems.
- Communicate referral status, anticipated admission timing, visit arrangements, scheduling changes, and appropriate insurance or authorization updates to patients, families, referral sources, and staff.
- Coordinate with clinical and billing teams to address documentation, demographic, payer, order, staffing, and scheduling discrepancies while protecting confidential information and following applicable procedures.
Qualifications- High school diploma or equivalent required; additional education in healthcare administration, medical office support, or a related field preferred.
- Prior healthcare intake, scheduling, patient access, or medical office experience preferred; home health experience strongly preferred.
- Working knowledge of medical terminology, referral workflows, insurance verification, and authorization processes preferred.
- Proficiency with electronic medical records, scheduling systems, Microsoft Office, and electronic referral platforms; Kinnser/WellSky experience strongly preferred.
Skills- Strong organization, attention to detail, follow-through, and ability to manage competing priorities in a busy office environment.
- Clear, compassionate communication and professional customer service skills with patients, families, referral partners, and staff.
- Ability to work independently and collaborate across departments.
- Ability to recognize when an issue requires clinical or management escalation.
Compensation