Home Health Intake Lead

Careringhealth; Richmond (VA); On-site; USD 60,000 - 95,000; Full time

Job summary

Careringhealth is seeking an Intake Lead for its growing Home Health business.

The role oversees the daily operations of centralized intake across multiple locations, ensuring timely and accurate processing of referrals and serving as the primary resource for intake staff, referral sources, branch leaders, and clinical teams to drive conversion and compliance with home health regulations and payer requirements.

Qualifications

• Minimum of three years of healthcare intake, admissions, scheduling, or related operational experience.
• Minimum of one year of leadership, supervisory, or lead experience preferred.
• Home health, hospice, or post-acute care experience strongly preferred.
• Experience with Medicare, Medicaid, and commercial insurance verification processes.

Responsibilities

• Lead daily intake operations for multiple home health locations and monitor referral pipelines for timely processing and conversion.
• Review referrals for completeness, payer eligibility, service availability, and compliance requirements.
• Coordinate with referral sources, physicians, hospitals, case managers, and internal teams to obtain necessary documentation.
• Ensure referrals are processed accurately and within established service-level expectations.
• Provide day-to-day guidance, coaching, and support to Intake Coordinators and Intake Specialists; assist with onboarding and training.
• Monitor workloads, identify opportunities for process improvement, and participate in performance management activities.
• Promote a customer-focused culture; resolve escalated referral or intake concerns and build relationships with stakeholders.
• Ensure intake processes comply with Medicare, Medicaid, and accreditation requirements; monitor KPIs and support audits.

Skills

Leadership

Intake Operations

Coaching

Relationship management

Education

High school diploma or equivalent

Associate's or Bachelor's degree in healthcare administration or related field

Job description

Overview

We're looking for an Intake Lead for our growing Home Health business!

The Home Health Intake Lead oversees the daily operations of the centralized intake function, ensuring timely and accurate processing of referrals across multiple branch locations. This role serves as the primary resource for intake staff, referral sources, branch leaders, and clinical teams, helping to drive referral conversion, improve patient access, and ensure compliance with home health regulations and payer requirements.

The Intake Lead balances hands-on intake responsibilities with team leadership, workflow oversight, training, and performance monitoring. This position works closely with scheduling, clinical leadership, human resources, account executives and branch operations teams to support organizational growth and exceptional customer service.

Responsibilities

Intake Operations

• Lead daily intake operations for multiple home health locations.
• Monitor referral pipelines to ensure timely processing and conversion of referrals to admissions.
• Review referrals for completeness, payer eligibility, service availability, and compliance requirements.
• Coordinate with referral sources, physicians, hospitals, case managers, account executives and internal clinical teams to obtain necessary documentation.
• Ensure referrals are processed accurately and within established service-level expectations.
• Support intake staff during periods of high volume and assist with complex referral situations.
• Ensure intake is staffed after hours and weekends for timely processing of referrals 7 days a week.

Team Leadership

• Provide day-to-day guidance, coaching, and support to Intake Coordinators and Intake Specialists.
• Assist with onboarding and training of new intake team members.
• Monitor workloads and adjust assignments to maintain productivity and service levels.
• Identify opportunities for process improvement and operational efficiency.
• Participate in performance management activities, including feedback, coaching, and development planning.

Customer Service & Relationship Management

• Promote a customer-focused culture that delivers exceptional service to patients, families, referral partners, and internal stakeholders.
• Resolve escalated referral or intake concerns promptly and professionally.
• Build collaborative relationships with branch leaders, clinical managers, and external referral sources.

Compliance & Quality

• Ensure intake processes comply with Medicare, Medicaid, commercial payer, and accreditation requirements.
• Maintain accurate documentation within the electronic medical record and related systems.
• Monitor key performance indicators such as referral response time, conversion rates, admission timeliness, and intake accuracy.
• Support audits and quality improvement initiatives as needed.

Reporting & Analytics

• Track and report intake metrics, trends, and operational performance.
• Identify barriers to referral conversion and recommend corrective actions.
• Assist leadership in forecasting staffing and workflow needs based on referral volume.

Qualifications

Education

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in healthcare administration, business, or a related field preferred.

Experience

• Minimum of three years of healthcare intake, admissions, scheduling, or related operational experience.
• Minimum of one year of leadership, supervisory, or lead experience preferred.
• Home health, hospice, or post-acute care experience strongly preferred.
• Experience working with Medicare, Medicaid, and commercial insurance verification processes