Intake Coordinator

• Respond promptly to new inquiries from prospective clients and family members.
• Build trust through compassionate communication via phone, text, and email.
• Conduct discovery conversations to understand care needs and determine the best next steps.
• Educate families about available home care services and answer questions with clarity and empathy.
• Schedule in-home care assessments with the care team.
• Maintain consistent follow-up with both active and inactive leads.
• Re-engage previous inquiries to identify new opportunities for care.
• Accurately document all conversations, activities, and follow-up plans within the CRM.
• Monitor lead progression and maintain an organized sales pipeline.
• Partner with office staff and care coordinators to ensure a smooth client onboarding experience.
• Deliver an exceptional customer experience through responsiveness, professionalism, and consistent communication.

Intake Coordinator guiding families through care decisions for HomeWell Care Services

Intake Coordinator assisting families in exploring care options with compassion and clarity at HomeWell Care Services. Responsiveness and organizational skills are key to success in this role.

• Processing inbound orders from our referral sources and requests for assistance from our patients through a variety of mediums, including inbound and outbound client calls, faxes, and e-mails
• Become proficient in the use of our enterprise system to enable the accurate processing of new patient orders and re-orders for existing patients
• Provide our clients with timely and accurate information and take appropriate corrective actions regarding our services to ensure the customer’s complete satisfaction
• Obtains patient referral admission data and documents initial information
• Notifies appropriate staff of all pending referrals and patient admissions and maintains communication between referral, sales, dispatch, and other departments as needed
• Enters new patient information into the order processing system
• Generates a referral log every day and forwards to appropriate staff
• Performs insurance verification and obtains prior authorizations for patient onboarding
• If additional information is needed to obtain authorization, direct contact with sales, case manager, physician, and patient may be required until all data is collected, and the authorization process is complete
• Performs cost analyses for new referrals and communicates information to Sales and dietician if required
• Process telephone calls and triage problems in accordance with company standards and other verbal and written training policies
• Assure deliveries are scheduled to meet patient needs and company guidelines for cost-effectiveness
• Follow proper procedures for accurate and timely documentation of referral source or patient concerns, and most importantly, take appropriate corrective actions

Intake Coordinator processing patient orders at PromptCare

Intake Coordinator processing inbound orders and requests for assistance at PromptCare. Proficient in enterprise systems and customer satisfaction in a healthcare environment.

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Intake Coordinator

Intake Coordinator