Healthcare Intake and Scheduling Coordinator

Simply Source Outsourcing; Cebu City; Remote; PHP 4,444,000 - 7,619,000; Full time

Job summary

Simply Source Outsourcing is seeking a highly organized Head of Intake & Scheduling Coordination to oversee patient referral intake, clinician scheduling, and care coordination for a growing US-based home healthcare staffing organization.

This remote, leadership role requires managing referrals and coordinating clinician assignments with partner agencies, using CliniConnects, and ensuring timely communication.

Qualifications

• Experience in US healthcare intake, patient scheduling, home health operations, or care coordination.
• Excellent written and verbal English communication skills.
• Strong organizational skills and ability to manage multiple referrals and scheduling requirements simultaneously.
• Knowledge of HIPAA regulations and patient information confidentiality.
• Strong attention to detail and accuracy in data entry and documentation.
• Ability to work independently, take ownership of tasks, and resolve operational issues proactively.
• Comfortable working in a fast-paced environment requiring prompt responses and consistent follow-through.
• Willing and available to work Monday to Friday during US Pacific Time business hours.

Responsibilities

• Process patient referrals from intake to scheduling coordination.
• Coordinate clinician assignments based on location, availability, and discipline.
• Track visits, SOCs, recertifications, and discharges; ensure timely communication with agencies.
• Develop SOPs for referral intake and scheduling; maintain platform workflows in CliniConnects.
• Provide daily referral status and scheduling updates to partner agencies and management.

Skills

US healthcare intake

Home health scheduling

Patient care coordination

English communication

Organizational skills

HIPAA knowledge

Data accuracy

Independent worker

Fast-paced environment

US Pacific Time availability

Tools

CliniConnects

Kinnser/WellSky

DeVero

Job description

Head of Intake & Scheduling Coordination (US Healthcare)

Work Arrangement: Permanent Work From Home (Remote)

Schedule: Monday to Friday, 8:00 AM - 5:00 PM Pacific Time (US Business Hours)

Industry: US Healthcare / Home Health Services

Reports To: Chief Executive Officer (CEO)

About the Role

We are looking for a highly organized, proactive, and detail-oriented Head of Intake & Scheduling Coordination to oversee patient referral intake, clinician scheduling, and care coordination for a growing US-based home healthcare staffing organization.

This role is responsible for managing the entire referral process, from receiving patient referrals to coordinating clinician assignments and ensuring timely communication with partner healthcare agencies.

The ideal candidate has experience in US healthcare intake, home health scheduling, or patient care coordination, with excellent English communication skills and the ability to manage multiple priorities in a fast-paced environment.

You will also serve as the primary point of contact for referral coordination and become the team's internal expert in CliniConnects, the company's referral and scheduling management platform.

Key Responsibilities

1. Patient Referral Intake & Management

• Monitor incoming patient referrals through email and designated communication channels.

• Review patient information, physician orders, diagnoses, insurance details, and required therapy services for completeness.

• Coordinate with partner healthcare agencies to obtain missing referral information.

• Ensure accurate and timely processing of all incoming referrals.

2. Clinician Scheduling & Coordination

• Enter and manage referrals using CliniConnects.

• Coordinate clinician assignments based on location, availability, and required discipline.

• Monitor referral acceptance and follow up on pending assignments.

• Communicate confirmed clinician assignments to partner agencies.

• Escalate unfilled referrals and scheduling concerns when necessary.

3. Patient Scheduling & Care Coordination

• Track patient visits, start-of-care schedules, follow-up appointments, re-evaluations, recertifications, and discharges.

• Monitor missed or delayed visits and coordinate appropriate follow-up.

• Maintain accurate scheduling records and ensure timely communication between clinicians and healthcare agencies.

• Proactively identify scheduling conflicts and potential service delays.

4. Healthcare Platform Management

• Develop strong expertise in CliniConnects and its referral management workflows.

• Provide operational assistance to clinicians regarding referrals, scheduling, and platform-related concerns.

• Coordinate with technical support to resolve system issues.

• Develop and maintain standard operating procedures (SOPs) for referral intake and scheduling.

5. Communication & Operational Reporting

• Serve as the primary contact for healthcare agencies regarding referral status and scheduling updates.

• Provide timely and professional communication to clinicians, partner agencies, and management.

• Prepare daily reports covering received, assigned, pending, and unresolved referrals.

• Collaborate with the Head of Admin to maintain updated clinician availability and coverage information.

Qualifications

Required Qualifications

• Previous experience in US healthcare intake, patient scheduling, home health operations, or care coordination.

• Excellent written and verbal English communication skills.

• Strong organizational skills and ability to manage multiple referrals and scheduling requirements simultaneously.

• Knowledge of HIPAA regulations and patient information confidentiality.

• Strong attention to detail and accuracy in data entry and documentation.

• Ability to work independently, take ownership of tasks, and resolve operational issues proactively.

• Comfortable working in a fast-paced environment requiring prompt responses and consistent follow-through.

• Willing and available to work Monday to Friday during US Pacific Time business hours.

Preferred Qualifications

• Experience using CliniConnects, Kinnser/WellSky, or DeVero.

• Familiarity with US home health operations, including physician orders, start of care (SOC), recertifications, OASIS, and visit frequencies.

• Experience coordinating physical therapists (PT), physical therapist assistants (PTA), occupational therapists (OT), and certified occupational therapy assistants (COTA).

• Experience working with multiple US healthcare agencies or clients.

• Strong understanding of referral management and clinician dispatch workflows.

What We're Looking For

We are seeking someone who is:

• Proactive and accountable: Takes full ownership of referrals and follows through until completion.

• Highly responsive: Communicates promptly and keeps stakeholders informed.

• Detail-oriented: Maintains accurate patient information, schedules, and referral records.

• Solutions-focused: Identifies issues early and takes appropriate action.

• Organized and systematic: Can manage multiple priorities without missing important details.

• Independent: Requires minimal supervision while maintaining excellent work quality.

Performance Expectations

The successful candidate will be expected to:

• Process and dispatch incoming referrals within 5 minutes during scheduled coverage hours.

• Notify healthcare agencies of confirmed clinician assignments within 10 minutes of acceptance.

• Ensure 100% communication of accepted referrals to partner agencies.

• Monitor referral staffing against a 30-minute target and promptly elevate delays.

• Maintain accurate scheduling records and proactively monitor upcoming patient visits.

Why Join Us?

Be part of a growing US healthcare operation where your coordination skills directly contribute to timely patient care and efficient healthcare staffing.

This is an opportunity to take ownership of an essential operational function, work closely with leadership, and help develop scalable processes that support continued business growth.