CHHA Intake Coordinator

WellBound; New York (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

WellBound seeks an Intake Coordinator to serve as the primary contact for patients, families, referral sources, hospitals, rehab facilities, and physicians regarding CHHA services. You will manage the intake and onboarding from referral through start of care, ensuring timely communication, accurate documentation, and coordination with clinical teams.

The role requires maintaining CHHA, Medicare, Medicaid, and HMO compliance, while collaborating across departments to support seamless admissions

Qualifications

• Understanding of CHHA regulations and payer requirements.
• Experience in intake workflows, referrals, or healthcare administration.
• Strong communication and organizational abilities.

Responsibilities

• Receive, review, and process referrals from hospitals, physicians, case managers, and insurers.
• Verify documentation is complete and accurately entered into agency systems.
• Coordinate with clinical teams to schedule initial assessments and SOC.
• Serve as liaison between referral sources, patients, families, and staff.
• Maintain accurate records in EHR systems and ensure regulatory compliance.
• Collaborate with intake, scheduling, marketing, and operations to support onboarding.

Skills

Healthcare coordination

Customer service

Communication

Time management

Multitasking

Interpersonal skills

Education

High School Diploma or GED

Associate degree or higher preferred

Tools

Microsoft Outlook

Microsoft Excel

EHR systems (HCHB)

Job description

The CHHA Intake Coordinator serves as the primary point of contact for patients, families, referral sources, hospitals, rehab facilities, and physicians regarding Certified Home Health Agency (CHHA) services. This role is responsible for coordinating the intake and onboarding process from referral through start of care (SOC), ensuring timely communication, accurate documentation, insurance verification, and coordination with clinical teams to facilitate seamless patient admissions.

The Intake Coordinator plays a critical role in maintaining strong relationships with referral sources while ensuring compliance with CHHA, Medicare, Medicaid, and HMO requirements.

Key Responsibilities:

Referral Management

• Receive, review, and process referrals from hospitals, rehabilitation facilities, physicians, case managers, and insurance providers.
• Ensure all required documentation is received and accurately entered into agency systems.
• Follow up promptly on incomplete or missing referral information.

Insurance & Eligibility Verification

• Verify Medicare, Medicaid, HMO, and private insurance eligibility.
• Obtain prior authorizations and confirm coverage for CHHA services.
• Ensure all payer requirements are met prior to start of care.

Communication & Customer Service

• Serve as the primary liaison between referral sources, patients & families, clinical staff, and internal departments.
• Provide timely updates regarding referral status, pending documentation, and SOC scheduling.
• Respond promptly to urgent and time-sensitive facilities or rehab referrals.

Case Coordination

• Coordinate and schedule initial nursing and therapy assessments.
• Communicate with clinicians regarding patient needs, referral details, and scheduling availability.
• Assist in assigning skilled nursing, physical therapy, occupational therapy, speech therapy, and other services as appropriate.

Documentation & Data Management

• Maintain accurate patient records and referral documentation within agency databases and Electronic Health Record (EHR) systems.
• Ensure all intake documentation is compliant with agency, state, and federal regulations.
• Track referral status from intake through admission and SOC completion.

Team Collaboration

• Work closely with intake, clinical, scheduling, marketing, and operations teams to support efficient patient onboarding.
• Participate in daily intake meetings and assist with workflow coordination.
• Support agency census growth through excellent customer service and referral management.

Required Qualifications & Skills

Experience

• Minimum of 1 year of experience in home care intake, healthcare coordination, or healthcare administration preferred.
• Prior CHHA or home health experience strongly preferred.

Knowledge

• Understanding of CHHA regulations, Medicare, Medicaid, and HMO requirements.
• Familiarity with intake workflows, authorization processes, and referral management.

Communication Skills

• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to build and maintain professional relationships with facilities, referral sources and staff

Technical Skills

• Proficiency in Microsoft Outlook and Microsoft Excel.
• Experience with Electronic Health Records (EHR) systems, preferably Homecare Homebase (HCHB).

Attributes

• Highly organized and detail oriented.
• Ability to multitask and prioritize in a fast-paced environment.
• Strong problem-solving and time management skills.
• Ability to work independently and collaboratively under pressure.

Education

• High School Diploma or GED required.
• Associate degree or higher preferred.