Intake Coordinator

CareAparent™; Woodbury (MN); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

PTO

401(k) with employer match

Health insurance

Dental insurance

Vision insurance

Short-term disability

HSA options

Job summary

CareAparent is seeking a full-time Intake Coordinator II in Minnesota to coordinate referrals, admissions, medical orders, insurance verifications, and client activities to ensure quality home health services. This key liaison role connects referral sources, clients, and CareAparent teams.

Responsibilities include processing referrals, entering data into EMR, ensuring eligibility, and coordinating communications across departments. Weekend/on-call duties may be required.

Qualifications

• Experience in healthcare intake, admissions, referral coordination.
• Medicare intake experience preferred.
• Home care experience preferred.
• Familiarity with medical terminology.
• Good computer skills and EMR experience.
• Good understanding of Prior Authorizations, Insurance and Payor types.
• Certified Medical Assistant (CMA) preferred.
• All new hires must pass a background check prior to employment.

Responsibilities

• Functions as liaison for referral partners and sources to staff, clients, families, internal departments, medical community, and other community agencies to ensure timely response and professional communication.
• Reviews, distributes, and follows up on all inbound and outbound faxes in a timely and professional manner.
• Processes clinical data including but not limited to computer entry of referral data, medication information, and faxed orders for home health and hospice services.
• Answers, screens, and evaluates all new and existing referrals.
• Receives, evaluates, and responds to all incoming referrals for new and existing clients.
• Gathers all necessary information and documentation relevant to client; verifies coverage and insurance eligibility; obtains initial reimbursement authorizations/pre-authorizations; and obtains all paperwork required prior to initial assessment.
• Provides feedback to all referral sources about referral outcomes, services arranged, or reasons for not admitting the client.
• Inputs client information into EMR system including demographics, documentation, billing authorizations, medications, allergies, and other medical information.
• Inputs data into tracking systems and spreadsheets daily to ensure streamlined communication between all departments and teams.
• Communicates information to inquiries, referral sources, referral partners, and clients regarding services, status updates, care delivery process, and client-specific care; serves as a resource to agency staff.
• Creates client care plans and binders required by state and license regulations.
• Takes, answers, and responds to client requests, concerns, complaints, and inquiries in a timely manner.
• Builds, nurtures, and maintains relationships and trust with clients and referral sources/partners.
• Performs clerical duties including faxing, filing, scanning, and maintaining organization of client files.
• Performs other duties as assigned by supervisor including scheduling clinicians and on-call duties on weekends, after hours, and/or holidays.

Skills

Healthcare intake experience

Medicare intake experience

EMR proficiency

Insurance & prior authorizations

Medical terminology

Education

CMA preferred

Tools

EMR system

Job description

CareAparent is a local and independently owned Home Health company serving seniors who want to continue to live independently and safely at home for as long as possible. Every service we offer is a response to the needs and goals of our clients and their families, and our efforts as a company are inspired by the desire to explore possibilities for meeting those needs. CareAparent is a full-service home health care company that gives seniors the care they need to remain where they call home for as long as possible, as comfortably as possible, as humanly as possible. Our culture of hospitality ensures every person feels heard, valued, and supported–because when it comes to care, trust and consistency matters most. We are proud to be certified as a Great Place to Work® and recognized as the 2026 Best of Home Care Employer of Choice & 2026 Best of Home Care Provider of Choice—recognition earned directly through our clients' and team members’ feedback. Our incredible employees are the reason we are able to give seniors the care they need to stay where they call home for as long as possible, as comfortably as possible, as humanly as possible.

About the Role

We are seeking a full-time Intake Coordinator II. This role is highly visible and integral in coordinating different teams. At CareAparent you will work with other passionate individuals focused on giving the best care possible for our clients. The Intake Coordinator coordinates referrals, admissions, medical orders, insurance verifications, and other client related activities on a day-to-day basis to ensure delivery of quality care. This position serves as a pivotal point in communication, functioning as a liaison between referral sources, referral partners, clients, and CareAparent staff.

• Working hours: Standard Business Hours, Monday through Friday

Responsibilities

• Functions as liaison for referral partners and sources to staff, clients, families, internal departments, medical community, and other community agencies to ensure timely response and professional communication.
• Reviews, distributes, and takes follow-up action on all inbound and outbound faxes in a timely and professional manner.
• Processes clinical data including but not limited to computer entry of referral data, medication information, and faxed orders for home health and hospice services.
• Answers, screens, and evaluates all new and existing referral.
• Receives, evaluates, and responds to all incoming referrals for new and existing clients.
• Gathers all necessary information and documentation relevant to client; verifies coverage and insurance eligibility; obtains initial reimbursement authorizations/pre-authorizations; and obtains all paperwork required prior to initial assessment.
• Provides feedback to all referral sources about referral outcomes, services arranged, or reasons for not admitting the client, as appropriate.
• Inputs client information into EMR system including, but not limited to, demographics, documentation, billing authorizations (as applicable), medications, allergies, and other medical information.
• Inputs data entry into tracking systems and spreadsheets daily to ensure streamlined communication between all departments and teams.
• Understand and communicate information to inquiries, referral sources, referral partners, and clients regarding company services, client-related status updates/activities, care delivery process, and client-specific care. as a resource to recommend services to agency staff.
• Creates client care plans and binders required by state and license regulations.
• Takes, answers, and responds to client requests, concerns, complaints, and inquires in a timely manner.
• Builds, nurtures, and maintains effective relationships and trust with clients and referral source/partners.
• Performs clerical duties including, but not limited to, faxing, filing, scanning, and maintaining organization of client files.
• Performs other duties as assigned by supervisor including, but not limited to, assistance with scheduling clinicians as well as on-call duties on weekends, after hours, and/or holidays.

Qualifications

• Experience in healthcare intake, admissions, referral coordination.
• Medicare intake experience preferred.
• Home care experience preferred.
• Familiarity with medical terminology.
• Good computer skills and experience operating within an EMR system.
• Good understanding of Prior Authorizations, Insurance and Payor types.
• Certified Medical Assistant (CMA) preferred.
• All new hires must pass a background check prior to employment.

Required Skills

• Experience in healthcare intake, admissions, referral coordination.
• Familiarity with medical terminology.
• Good computer skills and experience operating within an EMR system.
• Good understanding of Prior Authorizations, Insurance and Payor types.

Pay range and compensation package

• Compensation: $26.00 - $29.00/hour
• Benefits: Paid Time Off (PTO), 401(k) with Employer Match & Immediate Vesting, Insurance Benefits: Health, Dental, Vision, Short Term Disability & Health Savings Account (HSA) options.

CareAparent is an Equal Opportunity Employer and qualified applicants will not be discriminated against based on race, color, religion, gender, national origin, disability, or veteran status.

CareAparent participates in the federal E-Verify program.