Referral Intake Coordinator

Vivie; Anoka (MN); On-site; USD 29,000 - 41,000; Full time

Benefits offered by this job

Flexible scheduling

Employer-matched retirement

Pay-on-demand options

Generous PTO + holidays

Comprehensive health and wellbeing

Paid documentation time and mileage

Career growth through scholarships and

Job summary

Vivie is seeking a Referral Intake Coordinator to ensure prompt, accurate, and compassionate service. You will manage referrals, capture client data, and support home and community-based services with attention to detail and operational excellence.

The role emphasizes intake processing, data accuracy, and collaboration across sales and operations to improve referral workflows and care delivery.

Qualifications

• High school diploma or GED required; Associate degree preferred.
• Active LPN licensure preferred, but not required.
• Experience with EMRs and knowledge of medical terminology.
• Strong organizational skills with the ability to manage multiple priorities independently.
• Excellent attention to detail and data accuracy.
• Strong communication and customer service skills.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English to ensure effective communication.

Responsibilities

• Receive, review, and process referrals from physicians, hospitals, and other sources.
• Complete timely collection of intake data and ensure smooth handoffs to clinical teams.
• Field inbound calls and inquiries to assess needs and align individuals with Vivie services.
• Maintain Electronic Health Records using Vivie’s EMR system to ensure accuracy and regulatory compliance.
• Collaborate with Sales teams by communicating updates on referral partners and facilities.
• Collaborate with HCBS staff to support care coordination and client service.
• Other duties as assigned.

Skills

Strong organizational skills

Excellent attention to detail

Strong communication and customer serv

Education

High school diploma or GED

Associate degree preferred

Tools

EMR systems

Job description

Schedule: Full-time | 80 hours/pay period | Monday - Friday 9:30 am - 6:00 pm

Pay Range: Non-Licensed: $21.00- $23.50/hour (non-exempt), based on experience, qualifications, and location. Licensed: $28.00- $30.00/hour (non-exempt), based on experience, qualifications, and location.

Why You’ll Love Working at Vivie

• Flexible scheduling, autonomy, and work-life support with modern technology that makes your day easier
• Competitive pay with employer-matched retirement, pay-on-demand options, and generous PTO + paid holidays
• Comprehensive health and wellbeing benefits
• Paid documentation time, plus mileage, drive time or car program options
• Career growth through scholarships, training, and professional development

As a Referral Intake Coordinator, you’ll ensure every client receives prompt, accurate, and compassionate service. This role is responsible for building strong referral partnerships, capturing high-quality client data, and supporting our home and community-based services. Your attention to detail and commitment to service will support timely care delivery—making you a critical part of Vivie’s client experience and operational excellence.

As a Referral Intake Coordinator, You Will

• Referral Management & Intake - Receive, review, and process referrals from physicians, hospitals, and other sources. Complete timely collection of complete and accurate intake data and ensure smooth handoffs to clinical teams.
• Customer Experience & Inquiry - Field inbound calls and inquiries to assess needs and align individuals with the most appropriate Vivie service line. Provide exceptional customer service that creates positive, lasting impressions.
• Maintain & Manage Electronic Health Records - Gather required client health information and securely store using Vivie’s EMR system to ensure accuracy and regulatory compliance.
• Collaborate with Sales Teams - Assist Sales staff with knowledge of their markets by communicating updates on referral partners, key contacts, and facilities. Be aware of referral source preferences and strive to meet their needs.
• Collaborate with Operational Teams - Assist HCBS staff with tasks that support care coordination and client service. Provide feedback on processes to continuously improve service delivery.
• Other Duties as Assigned - The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

This Job Also Requires

• High school diploma or GED required; Associate degree preferred.
• Active LPN licensure preferred, but not required.
• Experience with EMRs and knowledge of medical terminology.
• Strong organizational skills with the ability to manage multiple priorities independently.
• Excellent attention to detail and data accuracy.
• Strong communication and customer service skills.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English to ensure effective communication with team members, clients, and visitors.

Additional Details

• Employment Type: Hourly, Non-Exempt
• Department: Administration
• Travel Requirements: No
• This role does not include supervisory responsibilities.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.