Position Title: Intake Coordinator

Department: Case Management

Reports to: Case Management Supervisor/Director of Case Management

FSLA Status: Non-Exempt

Job Summary: 

The Intake Coordinator is responsible for overseeing the intake process for new patient admissions, ensuring all required documentation, authorizations, and consents are obtained accurately and in a timely manner. This position also conducts weekly audits to maintain compliance with hospital and regulatory standards and may assist in scheduling patient appointments and coordinating with external providers as needed.

Job Duties and responsibilities (including, but not limited to): 

Intake Coordination:

• Review and process all new patient admissions and referrals. 
• Verify patient insurance eligibility and obtain prior authorizations when required. 
• Ensure all necessary forms, consents, and clinical documentation are completed and uploaded into the EMR. 
• Communicate with case managers, nursing staff, and referral sources to ensure a smooth admission process. 
• Track admission status and follow up on pending authorizations or missing information. 

Audits and Compliance:

• Perform weekly audits of patient charts to verify documentation accuracy and completeness. 
• Monitor compliance with intake and authorization procedures. 
• Identify and report any discrepancies, trends, or process gaps to management. 
• Assist in implementing corrective actions to improve efficiency and compliance. 

Patient Appointment Coordination:

• Schedule patient appointments or follow-up visits as directed by the clinical or case management team. 
• Communicate appointment details with patients, families, and providers. 
• Confirm appointments and provide reminders as needed. 
• Maintain accurate scheduling records in the EMR system. 

Administrative Support: 

• Maintain organized logs and tracking systems for referrals, authorizations, and audit results. 
• Support case management and administrative teams with data entry, reporting, and communication needs. 
• Assist in always maintaining confidentiality and compliance with HIPAA regulations. 

Equipment Knowledge Required: 

• Ability to understand functions of machines utilized in assigned departments for product evaluation and purchase. 
• Ability to use office equipment with dexterity. 
• Competency with the electronic documentation system must be obtained within 30 days of hire with full proficiency by 90 days of hire.

Work Environment:

Able to adapt to sudden changes and willing to care for all types of patients regardless of age, ethnic background, religion, sexual preference, educational or economic status. Able to adapt to specific shift routine, i.e., sleep/wake pattern.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  

While performing the duties of this job, the employee is regularly exposed to hospital areas and general office environment. The work environment is a clean, well-lit, well-ventilated, and temperature-controlled environment. The noise level in the work environment is usually moderate. The hours of duty are lengthy and irregular.

Supervisory Requirements (if applicable): None

Safety Requirements: 

Employees are responsible for all aspects of the hospital safety and health program including compliance with safety rules and regulations, remedying unsafe working conditions, and for continuously practicing safety while performing duties. Sonoma Specialty Hospital policy prohibits employees with patient contact or those who prepare products for patient use from wearing artificial nails.  

Accident/Injury Reporting – Reports any accidents, injuries, and unsafe equipment and conditions to supervisor by the end of the shift and reports any pre-existing conditions as identified by the ADA.

Unsafe Conditions – Immediately reports and corrects, if possible, unsafe conditions or equipment.

Workplace Standards – Compiles with relevant regulations, standards and policies governing safe workplace environment (OSHA, DHCS, CMS, CDPH, DNV Accreditation, etc.)

Safety Techniques – Maintains current knowledge of all aspects of the facility’s safety program by attending safety-related training as mandated upon hire and thereafter as required by facility.

Modified Work – Accepts modified work assignments after receiving the physician’s release to return to work following an accident/ injury. 

Physical Requirements: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the position is required to:

• Move within a complex hospital environment.
• Walk; stand and sit for extended or sustained periods of time.
• Occasionally stoop, kneel, crouch, and reach.
• Push, pull, lift, and carry objects.
• Exert up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, with periodic lifting and carrying of supplies or equipment up to 25 pounds.
• Grasp, hold, pick up, and reach with hands and arms.
• Express or exchange ideas accurately and quickly through continuous speech and hearing.
• Perceive the nature of sounds adequately (with no less than a 40 dB loss at 1000 Hz and 2000 Hz, with or without correction).
• Read, write by hand, and use a keyboard and mouse extensively.
• Possess visual acuity (near and far from 20 inches to 20 feet), depth perception, field of vision, ability to focus, and the ability to identify and distinguish colors, with or without correction.
• Feel sizes, shapes, temperatures, and textures by touch.

Acknowledgment:

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The Employee may be required to follow any other job-related instructions and to perform any other job-related duties requested. This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship. 

Education, Training and Licenses Required:

• High School Graduate/Equivalent required, Associate degree preferred.
• CNA license preferred.

Skills, Abilities, and Knowledge:

• Minimum 1–2 years of experience in healthcare admissions, intake coordination, or medical office administration. Knowledge of insurance verification, authorizations, and EMR systems required. 
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment. 
• Excellent communication and interpersonal skills. Experience in case management or discharge planning support preferred.
• Familiarity with hospital workflows and managed care processes. 
• Proficiency in Microsoft Office Suite and EMR platforms.