Centralized Intake Coordinator

Svdpnky; Richardson (TX); On-site; USD 42,000 - 52,000; Full time

Job summary

ExcelaCare is seeking a Centralized Intake Coordinator to manage referrals, enter data into HCHB, and coordinate with branch offices. You will ensure accuracy, compliance, and timely intake processing for new patients, supporting admission teams and ongoing care pathways.

The role emphasizes strong organization, attention to detail, and proficient use of Microsoft Office and EMR systems. A valid driver's license and healthcare exposure are preferred.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 1–2 years of healthcare intake, admissions or medical records experience.
• Driver's license and auto liability insurance; no OIG exclusion.

Responsibilities

• Receive and process referral information from branch offices.
• Review referral packets for completeness and clinical documentation.
• Enter intake information into HCHB accurately.
• Run Medicare eligibility checks and enter EOB data.
• Prepare intake summary templates for admissions group.
• Upload clinical documents and eligibility verifications to patient charts in HCHB.
• Manage intake workflows and ensure timely completion.
• Submit change tickets in HCHB for data updates.
• Document intake coordination notes for continuity of care.
• Collaborate with branch teams to schedule and enter the first 'Requested Date of Evaluation'.

Skills

Organizational skills

Time management

Interpersonal comms

Attention to detail

Microsoft Office

HCHB EMR familiarity

Basic math

Education

High school diploma

Associate degree preferred

Tools

HCHB

Microsoft Office

Job description

At ExcelaCare, we believe Hospice care is more than a service- it's a calling. Every day, our team brings comfort, dignity, and peace of mind to patients and families facing life’s most delicate moments. With compassion at our core, we create a workplace where kindness leads, voices are heard, and every role carries purpose. If you’re looking to make a difference in the lives of others while being part of a team that feels like family, we’d love to welcome you.

Job Summary

The Centralized Intake Coordinator plays a critical role in the patient onboarding process by managing incoming referrals, ensuring timely and accurate data entry into Homecare Homebase (HCHB), and facilitating smooth communication between branch offices and internal departments. This position ensures compliance, accuracy, and efficient intake operations that support the timely evaluation and scheduling of new patients.

Essential Functions

• Receive and process referral information sent by branch offices.
• Review referral packets for completeness, including demographics and clinical documentation.
• Enter all intake information into HCHB, ensuring accuracy and completeness.
• Run Medicare eligibility checks and enter Explanation of Benefits (EOB) data.
• Prepare and send intake summary templates to the appropriate admissions group, replying to the original branch email and attaching relevant clinical documentation.
• Upload all clinical documents, physician orders, and eligibility verifications to the patient's chart in HCHB.
• Manage intake workflows and ensure each step is completed in a timely manner.
• Submit change tickets in HCHB to request additions or updates to referral sources, physicians, or other key data elements.
• Document intake coordination notes for each case to ensure continuity of care.
• Collaborate closely with branch teams for scheduling and ensure the first "Requested Date of Evaluation" is entered by Lindsey or designated team member to allow intake to be saved.

Additional Responsibilities

• Performs other duties as assigned or requested.
• Conforms to all applicable Agency policies and procedures.
• Participates actively in continuing education and in-services.
• Maintains confidentiality of patient information and business trade practices

Knowledge / Skills / Abilities

• Organizational skills
• Time management
• Advanced written and verbal interpersonal communication
• Strong attention to detail
• Proficient in Microsoft Suites
• Familiar with HCHB or similar EMR systems, strongly preferred.
• Basic math skills related to patient care.

Information Management

Treats all information and data within the scope of the position with appropriate confidentiality and security.

Minimum Position Qualifications

High school diploma or equivalent required; Associate degree or higher preferred.

1-2 years of experience in healthcare intake, admissions or medical records preferred.

Driver's license and proof of current auto liability insurance; no listing in the OIG Excluded Provider listing

Environmental Conditions

Works under a variety of conditions in facilities and offices; ability to work flexible schedule, ability to travel locally; some exposure to unpleasant weather. Moderate noise level; tasks may involve exposure to bloodborne pathogens; moderate stress and emotional demands.

Physical Requirements

Sitting is required. Requires ability to always handle stressful situations in a calm and courteous manner. Requires working under some stressful conditions to meet deadlines and agency needs. Ability to travel.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities.