Hospice Intake Coordinator

Capital Hospice & Palliative Care; Oakbrook Terrace (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

Capital Hospice & Palliative Care is seeking a dependable Hospice Intake Coordinator to support hospice and palliative care operations. The role involves handling incoming calls, coordinating patient supplies and DME, processing referrals, and maintaining accurate records to support the clinical team.

The ideal candidate has medical office or healthcare experience with strong communication and data-entry skills.

Qualifications

• Previous medical or healthcare experience required.
• Knowledge of basic medical terminology.
• Strong telephone and customer service skills.
• Excellent verbal and written communication skills.
• Strong computer and data-entry skills.
• Excellent organization and attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.
• Ability to communicate professionally with patients, families, physicians, facilities, vendors, and clinical staff.
• Ability to recognize urgent concerns and escalate to clinical personnel.
• HIPAA compliance knowledge.

Responsibilities

• Answer incoming calls professionally and courteously.
• Triage calls and route messages to appropriate staff.
• Escalate urgent patient or caregiver concerns to clinical personnel.
• Document messages accurately and ensure timely follow-up.
• Receive and process hospice referrals.
• Track referrals and follow up on missing information.
• Enter patient demographics and referral information into systems.
• Maintain referral and patient records.
• Assist with obtaining medical records needed for referrals.
• Order patient supplies and coordinate deliveries.
• Coordinate ordering, delivery, exchange, and discontinuation of DME.
• Communicate referral information to intake, clinical, or administrative teams.
• Maintain patient and referral information for reporting.
• Provide general administrative support to hospice teams.
• Maintain confidentiality per HIPAA.

Skills

Telephone etiquette

Attention to detail

Time management

Organizational skills

Communication

Multitasking

HIPAA/privacy

Compassionate communication

Data entry

Education

Medical Assistant certification (preferred)

Tools

EMR/EHR system

Job description

About the Role

Capital Hospice & Palliative Care LLC is seeking a dependable and compassionate Hospice Intake Coordinator to support our hospice and palliative care operations.

The Intake Coordinator will serve as an important point of contact for patients, families, healthcare facilities, physicians, vendors, caregivers, and members of the interdisciplinary team. This position is responsible for handling incoming calls, coordinating patient supplies and durable medical equipment (DME), processing hospice and palliative care referrals, maintaining accurate records, and providing administrative support to the clinical team.

The ideal candidate has previous medical office or healthcare experience and strong communication, organization, and data-entry skills. Previous hospice or home health experience is preferred. Medical Assistant experience or certification is strongly preferred.

Key Responsibilities

• Answer incoming telephone calls professionally and courteously.
• Triage calls and route messages to the appropriate clinical, administrative, or support staff.
• Identify urgent patient or caregiver concerns and immediately escalated them to the appropriate clinical personnel.
• Accurately document messages and ensure timely follow-up.
• Receive and process hospice and palliative care referrals.
• Track referrals and follow up on missing information or documentation.
• Enter patient demographics, referral information, physician information, facility information, and other required data into the appropriate systems.
• Maintain accurate and organized referral and patient records.
• Assist with obtaining medical records and documentation needed to process referrals.
• Order patient supplies and coordinate deliveries.
• Coordinate the ordering, delivery, exchange, and discontinuation of durable medical equipment (DME).
• Communicate with DME companies, medical supply vendors, healthcare facilities, caregivers, physicians, and clinical staff.
• Communicate referral information to the appropriate intake, clinical, or administrative team members.
• Assist with maintaining palliative care patient and referral information for reporting purposes.
• Provide general administrative support to hospice and palliative care teams.
• Maintain strict patient confidentiality and comply with HIPAA and organizational policies.
• Perform other intake and administrative duties as assigned.

Qualifications

Required

• Previous medical or healthcare experience required.
• Knowledge of basic medical terminology.
• Strong telephone and customer service skills.
• Excellent verbal and written communication skills.
• Strong computer and data-entry skills.
• Excellent organization and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Ability to communicate professionally with patients, families, physicians, facilities, vendors, and healthcare staff.
• Ability to recognize urgent concerns and appropriately escalated them to clinical personnel.
• Ability to maintain confidentiality and comply with HIPAA requirements.

Preferred

• Medical Assistant (MA) experience or certification preferred.
• Previous hospice or palliative care experience.
• Previous home health or post-acute healthcare experience.
• Experience with hospice intake or referral coordination.
• Experience coordinating DME or medical supplies.
• Experience working with an EMR/EHR system.
• Experience with medical records and referral processing.

Skills & Attributes

The successful candidate will demonstrate:

• Professional telephone etiquette.
• Strong attention to detail and accuracy.
• Excellent time-management and organizational skills.
• Ability to prioritize urgent patient needs.
• Strong communication and teamwork skills.
• Dependability and consistent follow-through.
• Compassion and professionalism when communicating with patients and families.
• Ability to work effectively in a fast-paced healthcare environment.
• Basic understanding of hospice and palliative care services.

Physical Requirements

This position involves routine office duties, including prolonged periods of sitting, computer use, telephone communication, filing, and other administrative activities. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Why Join Us?

At Capital Hospice & Palliative Care LLC, our team plays an important role in supporting patients and families during challenging times. The Intake Coordinator helps ensure that referrals, patient needs, supplies, equipment, and communication are handled efficiently so our clinical team can provide timely, compassionate care.