Intake Coordinator II

CareAparent; Saint Paul (MN); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

401(k) with Employer Match (immediate)

Medical Insurance

Dental Insurance

Vision Insurance

Health Savings Account (HSA)

Short Term Disability Insurance

Job summary

CareAparent is seeking an Intake Coordinator II to join the Office Team in Woodbury, MN. The role manages referrals and admissions from start to care, coordinating with families, payers, and clinical teams to ensure timely and accurate processing.

The position requires strong organization, attention to detail, and the ability to resolve barriers delaying the start of care. In-office, standard hours, compensation $26.00–$29.00 per hour with comprehensive benefits.

Qualifications

• Experience in healthcare intake, admissions, referral coordination.
• Associate's degree required; bachelor’s degree preferred.
• Medicare intake experience preferred.
• Recent home care experience preferred.
• Familiarity with medical terminology.

Responsibilities

• Coordinate referral management from initial referral through admission.
• Review referrals for completeness and obtain missing information.
• Verify insurance coverage and obtain authorizations.
• Enter referral data into EMR and maintain records.
• Communicate status to referral sources and teams.
• Support transition from referral acceptance to start of care.

Skills

Healthcare intake

Referral coordination

EMR proficiency

Education

Associate's degree

Bachelor's degree preferred

Job description

We are currently seeking an Intake Coordinator II to join our Office Team in Woodbury, MN!

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.

The Intake Coordinator is responsible for coordinating the referral and admission process from initial referral through acceptance and transition to care. This position reviews incoming referrals for completeness, gathers required clinical and insurance information, verifies eligibility and benefits, identifies authorization and documentation requirements, and works with internal teams and referral partners to support timely admission.

The Intake Coordinator serves as a primary point of communication between referral sources, providers, clients and families, payers, and CareAparent's clinical and operational teams. This role requires strong organization, follow-through, attention to detail, and the ability to proactively identify and resolve barriers that may delay the start of care.

Location

2042 Wooddale Dr, Woodbury, MN 55125

Working hours

Standard Business Hours, Monday through Friday

Work Setting

In Office

Compensation

$26.00 - $29.00/hour

Benefits

• Paid Time Off (PTO)
• 401(k) with Employer Match (immediate vesting)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account (HSA)
• Short Term Disability Insurance

Position Duties

Referral Management & Coordination

• Serves as the primary liaison between referral sources, clients, families, clinical staff, internal departments, physicians, and community partners to ensure timely communication and coordination.
• Receives, reviews, evaluates, and processes all incoming referrals for new and existing clients.
• Reviews referrals for completeness and follows up promptly to obtain missing information or documentation.
• Communicates referral status, admission outcomes, services arranged, delays, or reasons a referral cannot be accepted to appropriate referral sources and internal teams.
• Builds and maintains professional, collaborative relationships with referral partners and clients.

Insurance Verification & Authorization

• Verifies insurance coverage, eligibility, and applicable benefits prior to admission.
• Obtains initial authorizations and pre-authorizations required for services.
• Ensures required insurance, referral, and supporting documentation is obtained before the initial assessment/admission whenever applicable.
• Accurately enters and maintains authorization information in the EMR and applicable tracking systems.

Clinical & EMR Data Entry

• Accurately enters referral and client information into the EMR, including demographics, medications, allergies, diagnoses/medical information, insurance information, authorizations, and supporting documentation.
• Processes incoming clinical documentation, physician orders, medication information, and other referral-related records.
• Maintains accurate and timely data within referral tracking systems and spreadsheets to support communication across departments.

Referral Documentation & Communication

• Reviews, distributes, and follows up on incoming and outgoing faxes and other referral documentation in a timely manner.
• Provides accurate information regarding company services, referral status, admission processes, and client-related activities within the scope of the position.
• Escalates referral, insurance, authorization, documentation, or admission barriers to the appropriate team member when additional support or clinical review is needed.

Client & Referral Partner Support

• Responds to client, family, and referral partner questions, requests, concerns, and inquiries in a timely and professional manner.
• Supports a positive referral experience through proactive communication, follow-up, and coordination.
• Maintains confidentiality and handles client information in accordance with applicable privacy and agency requirements.

Administrative & Operational Support

• Creates and prepares client care plans, admission materials, and binders as required by agency processes and applicable regulations.
• Perform administrative duties including faxing, scanning, filing, document management, and maintaining organized client records.
• Collaborates with scheduling and clinical teams to support a timely transition from referral acceptance to start of care.
• Assists with clinician scheduling and other operational needs as assigned.
• Participates in on-call responsibilities, including evenings, weekends, and/or holidays, as assigned.
• Performs other duties as assigned by the supervisor.

Qualifications

• Experience in healthcare intake, admissions, referral coordination
• Associate's degree required, bachelor's degree preferred
• Medicare intake experience preferred
• Recent 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.

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.