Intake Coordinator

About Alliance Home Care

Alliance Home Care is a Minnesota-licensed home care agency providing skilled and non-skilled services to individuals in their homes and communities. Our team is dedicated to dignity, safety, and enabling clients to live independently with the support they need.

Position Summary

The Intake Coordinator manages referral processing and admissions for Alliance Home Care: receiving referrals, verifying insurance eligibility, obtaining and tracking physician/allowed practitioner orders and Medicare Face-to-Face documentation, coordinating start-of-care scheduling, and maintaining referral metrics. This role is the operational hub for every new client admission and is critical to the agency’s revenue cycle, compliance, and referral source relationships.

Essential Duties and Responsibilities

Referral Processing

• Receives and logs all referrals (hospital, TCU, physician, community, digital) and acknowledges receipt within the agency’s response-time standard (target: hospital referrals acknowledged within one hour).
• Gathers referral packets, demographics, payer information, medical history, and medication lists; enters data accurately into the EMR (KanTime).

Eligibility, Authorization, and Documentation

• Verifies insurance eligibility and benefits for Medicare, Medicaid (MN-ITS), managed care, and private payers before start of care; documents verification results.
• Initiates, tracks, and follows up on prior authorizations through approval; escalates at-risk authorizations before start of care.
• Obtains physician/allowed practitioner orders and tracks them to signature; confirms Medicare Face-to-Face encounter documentation is present and compliant BEFORE the claim pipeline proceeds; flags missing items immediately.
• Confirms required consents and admission documents are collected; assembles a complete admission packet.

Start-of-Care Coordination

• Coordinates start-of-care scheduling with clinical staff within required timeframes; communicates referral details, access instructions, and payer constraints to the assigned clinician.
• Tracks referral-to-SOC cycle time; manages clients on hold and communicates status to referral sources.

Communication and Tracking

• Serves as liaison with referral sources, patients, and families during the admission process; documents all communications.
• Maintains intake logs/dashboards: referral volume, conversion, pending items, authorization status, and Face-to-Face completeness; reports metrics to management.

Compliance and Regulatory Responsibilities

• Complies with HIPAA in all communications; transmits PHI only through approved channels; accesses the minimum necessary information.
• Does not provide clinical advice, interpret orders, or make admission eligibility determinations — routes clinical questions to licensed staff.
• Serves as a mandated reporter of suspected maltreatment of vulnerable adults (Minn. Stat. 626.557) and minors (Minn. Stat. ch. 260E).
• Supports honest, accurate representations to payers; never alters dates, orders, or documentation.

Required Qualifications

• High school diploma or equivalent required; post-secondary education in a health-related or administrative field preferred.
• One (1) year of healthcare intake, scheduling, authorization, or medical office experience preferred; home health experience strongly preferred.
• Working knowledge of insurance verification and prior authorization processes; familiarity with Medicare home health admission requirements preferred.
• Proficiency with EMR systems (KanTime preferred) and Microsoft Teams, Outlook, and Excel; strong data-entry accuracy.
• Strong organization, prioritization, and professional communication skills.
• Cleared Minnesota DHS background study (Minn. Stat. ch. 245C) if the position involves direct contact with clients.

Physical Requirements

• Primarily office-based work involving prolonged periods of sitting and computer/telephone use.
• Ability to lift up to 20 pounds occasionally.
• Sufficient visual, hearing, and communication ability for sustained telephone, video, and written communication.

Schedule

Alliance Home Care offers full-time, part-time, and PRN opportunities. Visit schedules and shift expectations vary by case assignment and will be reviewed during the interview process.

Benefits

Alliance Home Care is proud to invest in our team. Eligible employees receive:

• Health, dental, and vision insurance
• Paid time off (PTO) and paid holidays
• 401(k) retirement plan
• Employer-paid life and disability insurance
• Employee Assistance Program (EAP)
• Paid training and continuing education
• Mileage reimbursement
• Employee referral bonuses
• Career growth and advancement opportunities within Alliance Home Care

Benefit eligibility varies based on employment status (full-time, part-time, or PRN) and length of service.

Equal Opportunity Employer

Alliance Home Care is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and the clients we serve. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity, veteran status, or any other status protected by law.