Intake Coordinator (Home Health)

Westminster-Canterbury on Chesapeake Bay & Senior Options, LLC; Virginia Beach (VA); On-site; USD 31,000 - 37,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance (Day

Life & Disability Insurance

Retirement Plan with Employer Match

PTO & 6 Holidays

Tuition Assistance + Scholarships

Employee Assistance Program

Legal/Identity Theft Protection Plans

Team Member Discounts

Career Growth & Leadership Development

Job summary

Westminster-Canterbury at Home is seeking an Intake Coordinator in Virginia Beach to manage referrals for home health services, verify Medicare and insurance eligibility, and maintain client records. The role collaborates with clinicians, families, facilities, and physicians to start care and ensure accurate documentation.

You will review health records for compliance, coordinate with the Billing Coordinator, and support weekly ICC meetings while upholding our values of respect, passion, and

Qualifications

• Bachelor’s degree required.
• Minimum 1 year of experience in a healthcare office setting.
• Valid state driver’s license and driving record satisfactory to Westminster-Canterbury and its insurance providers.
• Proficient with Microsoft and Google applications.
• Flu-Vaccinated required.

Responsibilities

• Maintain accurate provider credentialing and enrollment information, including credentials, licenses, identification numbers, and contact information.
• Enter and maintain accurate resource records.
• Enter initial referral, demographic, and insurance information for Home Health patients.
• Verify insurance eligibility, obtain authorizations, and submit required documentation as needed.
• Provide excellent customer service when accepting internal and external calls for information or referral.
• Prepare admission packets for clinicians to open cases, then emails information as needed to staff or contractors.
• Coordinate client orders, including Durable Medical Equipment (DME), by processing requests, obtaining physician signatures, transmitting orders, and following up as needed.

Skills

Communication skills

Attention to detail

Driving

Education

Bachelor’s degree

1 year experience in healthcare office setting

Tools

Microsoft Office

Google applications

EMR systems

Job description

Location: Westminster-Canterbury at Home; 3181 Shore Dr. Virginia Beach, VA

Reports to: Outreach Director

FLSA: Non-Exempt (Hourly)

Schedule: Full-Time: Monday-Friday 8:30a-5:00p; rotating weekends required

About Us

Founded in 1982, Westminster-Canterbury on Chesapeake Bay is a not-for-profit, faith-based Life Plan Community. Located along the southern shore of Chesapeake Bay, our scenic, resort-style campus is home to a vibrant community of residents and staff who share a passion for service, joy, and well-being.

Our mission? Enriching lives through the power of purpose, belonging, and wellness.

We Live Our Values Every Day

• Respect for every person
• Passion for what we do
• Professionalism in all we do

Westminster Canterbury at Home (WCAH) is one of the most well-respected home health and home care agencies in the greater Tidewater Region, including Virginia Beach, Chesapeake, Norfolk and Portsmouth. We provide the quality services that people need when they wish to stay confidently and comfortably in their own homes.

As a subsidiary of Westminster-Canterbury on Chesapeake Bay, Virginia Beach’s premier beachfront continuing care retirement community, Westminster Canterbury At Home has a particular appreciation for the difference that location can make in the retirement experience. What it really comes down to is where an individual feels most comfortable. For some, that place is home—and we’re more than happy to meet you there.

WC-At Home

The Intake Coordinator manages referrals for home and community-based services and works with clients, families, facilities, and physician offices to gather the information needed to start care. This role verifies Medicare and insurance eligibility, enters and maintains client information, and ensures referrals and records are complete and accurate. The Intake Coordinator reviews home health documentation for compliance with Medicare and insurance requirements, follows up with clinicians on missing or questionable information, manages physician orders, and works with the Billing Coordinator to ensure claims are processed on time. The role also identifies documentation issues and communicates them to the Director. They consistently model our core values of respect, passion, and professionalism while holding others accountable for doing the same.

What You’ll Do In This Role

• Maintain accurate provider credentialing and enrollment information, including credentials, licenses, identification numbers, and contact information.
• Enter and maintain accurate resource records.
• Enter initial referral, demographic, and insurance information for Home Health patients.
• Verify insurance eligibility, obtain authorizations, and submit required documentation as needed.
• Provide excellent customer service when accepting internal and external calls for information or referral.
• Prepare admission packets for clinicians to open cases, then emails information as needed to staff or contractors.
• Coordinate client orders, including Durable Medical Equipment (DME), by processing requests, obtaining physician signatures, transmitting orders, and following up as needed.
• Send missed visit, discharge, and transfer notifications to physicians and facilities.
• Manage physician orders and obtain required encounter notes and hospital/SNF discharge summaries.
• Send physicians additional information to approve as needed.
• Coordinate with the DON/Administrator for final approvals.
• Maintain accurate Home Health referral records, including referral sources and reasons referrals are not accepted.
• Runs reports to verify data accuracy and track monthly new patient episodes.
• Prepare and process orders in the computer system, including printing and routing orders for RN signature and approval.
• Review and manage acquisition of required Face to Face documentation.
• Prepare for weekly Home Health Interdisciplinary Case Conference (ICC) meetings by organizing reports, care plans, orders, certifications, and meeting attendees.
• Perform other duties as requested.

Core Competencies

• Effectively meet deadlines and perform responsibilities with minimal supervision.
• Consistently provide responsive, professional, and positive service to meet and exceed customer needs and expectations.
• Possess strong verbal and written communication skills for clear and professional interactions.
• Demonstrate a consistent ability to work accurately and thoroughly.

Physical Requirements

• Prolonged periods of sitting at a desk, using a computer, typing, and reading screens or documents.
• Occasional standing, walking, bending, and reaching as needed to perform office tasks.
• Lifting, carrying, or moving office materials or equipment weighing up to 10–20 pounds (e.g., files, binders, office supplies).
• Regular use of standard office equipment, including computers, telephones, printers, and copiers.

Required

The Experience You’ll Bring

• Completed Bachelor’s degree.
• A minimum of 1 year of experience working in an office for a healthcare setting.
• Valid state driver’s license.
• Motor Vehicle Driving Record satisfactory to Westminster-Canterbury and its insurance providers.
• Proof of motor vehicle insurance.
• Strong Microsoft and Google applications skills
• Strong clinical understanding of referral information and qualifying criteria.
• Flu-Vaccinated

Preferred

• Experience working with an elderly population
• Comfort with EMR and intake systems
• Knowledge of Medicare and payer requirements

Compensation & Benefits

• Compensation Range: $22.33 - $26.70 per hour (based on relevant experience)
• Full-Time Employee (and eligible Part-Time Employee) Benefits & Perks Include:
  • Medical, Dental, Vision Insurance (Available Day One!)
  • Life & Disability Insurance (Short- and Long-Term)
  • Retirement Plan with Employer Match
  • Paid Time Off (PTO) & 6 Paid Holidays (+ 2 Floating Holidays)
  • Tuition Assistance + Scholarships for You & Your Family
  • Employee Assistance Program (EAP)
  • Legal/Identity Theft Protection Plans
  • Team Member Discounts
  • Career Growth & Leadership Development Opportunities

At-Will Employment Statement

Employment with our organization is “at-will,” meaning that either the employee or the employer may terminate the employment relationship at any time, with or without notice, and for any reason not prohibited by law.

Equal Employment Opportunity Statement

We are an equal opportunity employer and are committed to creating an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic as outlined by applicable laws.