Clinical Intake Coordinator - PRN - Home Health

Vivie; Wadena (MN); On-site; USD 38,000 - 41,000; Part time

Benefits offered by this job

Flexible scheduling

Employer-matched retirement

Pay-on-demand options

Paid time off

Paid holidays

Health benefits

Mileage / drive time reimbursement

Career development

Job summary

Vivie is seeking a Clinical Intake Coordinator in Minnesota/North Dakota to ensure prompt, accurate client intake, manage referrals from physicians, hospitals, and others, and support admission readiness.

You will document data in EMR with HIPAA compliance, collaborate with Sales and Outreach, and serve as the first point of contact for clients and referral sources, contributing to operational excellence.

Qualifications

• Strong organizational skills and ability to manage multiple priorities independently.
• Excellent attention to detail and data accuracy.
• Strong communication and customer service skills.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English for effective communication with team, clients, and visitors.

Responsibilities

• Manage End-to-End Referral Process - Receive and evaluate referrals from physicians, hospitals, and other sources; review medical records to assess eligibility and ensure timely data collection.
• Nurture Referrals & Follow-Up - Maintain regular contact with patients, families, and referral sources to guide referrals through pre-admission and ensure readiness for care.
• Ensure Accurate Documentation & EMR Management - Collect, verify, and securely enter patient data into the EMR in alignment with HIPAA and organizational standards.
• Foster Cross-Functional Collaboration - Partner with Sales and Outreach teams to share referral insights and collaborate with operational teams for smooth transitions into care.
• Serve as a Trusted First Point of Contact - Field calls from prospective clients, families, and professionals with empathy and provide guidance on services and eligibility.
• Other Duties as Assigned - Support continuous improvement of referral workflows and participate in ongoing training.

Skills

Organizational skills

Attention to detail

Communication skills

Background checks

Physical ability

English proficiency

Education

Licensed Practical Nurse (LPN) in Minnesota and North Dakota

Job description

Schedule: PRN | 1-2 days of availability a week | 8 a.m. to 4:30 p.m.

Pay Range: $27.50 - $30.00/hour (non-exempt), based on experience, qualifications, and location.

Why You’ll Love Working at Vivie

• Flexible scheduling, autonomy, and work-life support with modern technology that makes your day easier
• Competitive pay with employer-matched retirement, pay-on-demand options, and generous PTO + paid holidays
• Comprehensive health and wellbeing benefits
• Paid documentation time, plus mileage, drive time or car program options
• Career growth through scholarships, training, and professional development

As a Clinical Intake Coordinator, you’ll ensure every client receives prompt, accurate, and compassionate service. This role is responsible for building strong referral partnerships, capturing high-quality client data, and supporting our home and community-based services. Your attention to detail and commitment to service will support timely care delivery, making you a critical part of Vivie’s client experience and operational excellence.

As a Clinical Intake Coordinator, You Will

• Manage End-to-End Referral Process - Receive and evaluate referrals from physicians, hospitals, and other sources. Review medical records and clinical documentation to assess service eligibility, request missing information as needed, and ensure timely, accurate data collection to support seamless handoff to clinical admissions or care teams.
• Nurture Referrals & Follow-Up - Maintain regular contact with patients, families, and referral sources to support and guide referrals through the pre-admission process. Monitor patient status (e.g., discharge plans, condition changes) to ensure alignment with admission criteria and readiness for care. Track pending referrals and coordinating with clinical teams to facilitate timely care initiation.
• Ensure Accurate Documentation & EMR Management - Collect, verify, and securely enter patient data into the EMR in alignment with HIPAA and organizational standards. Confirm that all intake documentation meets clinical, regulatory, and payer requirements to support eligibility and readiness for services.
• Foster Cross-Functional Collaboration - Partner with Sales and Outreach teams to share insights on referral trends, provider preferences, and emerging opportunities. Collaborate with operational teams to ensure smooth transitions into care and promote continuity across the patient journey.
• Serve as a Trusted First Point of Contact - Field and triage calls from prospective clients, families, and professionals with empathy and expertise. Provide clear guidance on available services, eligibility criteria, and the referral process, while acting as a clinical resource and partner to referral sources.
• Other Duties as Assigned - Contribute to continuous improvement by offering feedback on referral workflows and system efficiency. Participate in ongoing training and development to maintain clinical competence and stay current with regulatory standards. The responsibilities listed above represent the nature and scope of this role but are not all inclusive.

This Job Also Requires

• Licensed Practical Nurse (LPN) in Minnesota and North Dakota.
• Strong organizational skills with the ability to manage multiple priorities independently.
• Excellent attention to detail and data accuracy.
• Strong communication and customer service skills.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English to ensure effective communication with team members, clients, and visitors.

Additional Details

• Employment Type: Hourly, Non-Exempt
• Department: Administration
• Travel Requirements: No
• This role does not include supervisory responsibilities.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.