Central Intake Coordinator

Pavilionatcrescentlake; Northern (KY); Hybrid; USD 55,000 - 70,000; Full time

Job summary

Pavilion at Crescent Lake in Kentucky is seeking a Central Intake Coordinator to drive the referral and admissions process across affiliated skilled nursing facilities. You will coordinate intake, respond quickly, and ensure accurate clinical review and smooth transitions for incoming residents.

Work closely with Admissions Directors and post-acute partners to optimize occupancy, manage precertifications, and maintain clear communication among teams.

Qualifications

• Experience in long-term care, skilled nursing, admissions, intake, or case management preferred.
• Knowledge of insurance verification, precertification processes, and payer sources.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Ability to work in a fast-paced, deadline-driven environment.
• Proficiency with electronic medical records (EMR) and referral platforms.

Responsibilities

• Drive the intake and admissions process to support facility census growth and occupancy goals.
• Respond to all referrals within a targeted 20-minute response window.
• Review referral documentation for completeness and initiate timely follow-up as needed.
• Evaluate and assess potential residents for clinical appropriateness and placement within company-affiliated skilled nursing facilities.
• Initiate and track precertifications/authorizations for all new referrals once a facility is selected.
• Work closely with Admissions Directors to expedite referral turnaround times and coordinate bedside evaluations when appropriate.
• Communicate effectively with facility-based admissions teams to ensure seamless transitions for all incoming residents.
• Maintain strong, collaborative relationships with post-acute partners, including hospitals and other referral sources.
• Facilitate clear and timely communication between intake, admissions, and interdisciplinary teams.
• Assist in managing the admissions process at the facility level to ensure timely and efficient resident placement.
• Ensure all admission documentation is accurate, complete, and properly communicated prior to resident arrival.
• Support the translation of referral information into actionable admission plans for facility teams.
• Participate in facility-specific sales and marketing initiatives and events as needed.
• Support occupancy development strategies through effective intake management and referral conversion.
• Maintain an open and collaborative working relationship between the Admissions and Business Office teams.
• Support shared goals related to occupancy, reimbursement, and collections.
• Assist in identifying opportunities to improve referral response times, conversion rates, and workflow efficiency.

Skills

EMR proficiency

Time management

Communication skills

Organizational skills

Multi-tasking

Tools

EMR systems

Job description

Job Description: Central Intake Coordinator

Position Summary

The Central Intake Coordinator is responsible for driving and coordinating the referral and admissions process across affiliated skilled nursing facilities. This role supports census growth by ensuring timely referral response, accurate clinical review, efficient admissions coordination, and effective communication between referral sources, facility teams, and admissions staff. The Central Intake Coordinator plays a key role in facilitating smooth transitions for incoming residents and maintaining strong relationships with post-acute partners.

Key Responsibilities

Intake & Admissions Coordination

• Drive the intake and admissions process to support facility census growth and occupancy goals.
• Respond to all referrals within a targeted 20-minute response window.
• Review referral documentation for completeness and initiate timely follow-up as needed.
• Evaluate and assess potential residents for clinical appropriateness and placementwithin company-affiliated skilled nursing facilities.
• Initiate and track precertifications/authorizationsfor all new referrals once a facility is selected.

Collaboration & Communication

• Work closely with Admissions Directors to expedite referral turnaround times and coordinate bedside evaluations when appropriate.
• Communicate effectively with facility-based admissions teams to ensure seamless transitions for all incoming residents.
• Maintain strong, collaborative relationships with post-acute partners, including hospitals and other referral sources.
• Facilitate clear and timely communication between intake, admissions, and interdisciplinary teams.

Admissions Process Support

• Assist in managing the admissions process at the facility level to ensure timely and efficient resident placement.
• Ensure all admission documentation is accurate, complete, and properly communicated prior to resident arrival.
• Support the translation of referral information into actionable admission plans for facility teams.

Sales & Marketing Support

• Participate in facility-specific sales and marketing initiatives and events as needed.
• Support occupancy development strategies through effective intake management and referral conversion.

Operational Collaboration

• Maintain an open and collaborative working relationship between the Admissions and Business Office teams.
• Support shared goals related to occupancy, reimbursement, and collections.
• Assist in identifying opportunities to improve referral response times, conversion rates, and workflow efficiency.

Qualifications

• Experience in long-term care, skilled nursing, admissions, intake, or case management preferred
• Knowledge of insurance verification, precertification processes, and payer sources
• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Ability to work in a fast-paced, deadline-driven environment
• Proficiency with electronic medical records (EMR) and referral platforms

Work Environment

• Centralized/remote or office-based role supporting multiple skilled nursing facilities
• Frequent communication with facility teams, hospitals, and referral partners

Key Performance Indicators (KPIs)

• Referral response time (goal: ≤ 20 minutes)
• Referral-to-admission conversion rate
• Timeliness of precertification initiation
• Accuracy and completeness of admission documentation
• Contribution to census growth and occupancy targets