Referral Intake Coordinator

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

Benefits offered by this job

Flexible scheduling

Employer-matched retirement

Health and wellbeing benefits

Documentation time and mileage support

Career development

Job summary

Vivie is hiring a Referral Intake Coordinator in Minnesota. You will manage referrals, collect accurate intake data, and support care coordination to ensure timely service delivery.

You will handle inbound inquiries and maintain EMR records securely while partnering with Sales and HCBS teams to meet client needs. The role emphasizes strong organization, attention to detail, and excellent communication to deliver compassionate client experiences.

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.

Responsibilities

• 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.
• Collaborate with Operational Teams - Assist HCBS staff with tasks that support care coordination and client service.
• Other Duties as Assigned - The duties and responsibilities listed above are representative of the nature and level of work assigned.

Skills

Strong organizational skills

Attention to detail

Communication & customer service

Education

High school diploma or GED

Associate degree preferred

Tools

EMR software

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.