Home Health Intake Coordinator / Referral Intake Coordinator

About Us

At Helper Heroes, we’re on a mission to provide exceptional care and support to home care agencies in the U.S. We believe in true partnership where our virtual assistants act as an extension of the care team. Our goal is to ensure a compassionate, innovative, and efficient care experience for clients and families alike.

Role Overview

We are seeking a detail-oriented Home Health Intake Coordinator to manage referrals from receipt through readiness for admission. This role requires strong follow-up, organization, and ownership. The coordinator will review referrals, identify missing information, communicate with patients and healthcare providers, and ensure every referral has a clear status and next step.

Key Responsibilities

• Manage the full intake workflow from referral through admission and scheduling.
• Process and enter referrals accurately into Axxess EMR.
• Review incoming referrals for completeness, including demographics, insurance, diagnoses, physician orders, requested disciplines, F2F documentation, and supporting clinical records.
• Identify and resolve missing, incomplete, or conflicting information before admission.
• Verify insurance coverage and obtain required home health authorizations.
• Confirm the appropriate following physician or practitioner and process physician orders.
• Fax, track, and follow up on outstanding orders and documentation with physician offices.
• Contact patients and caregivers to verify information, explain services, and confirm acceptance and availability.
• Coordinate with hospitals, SNFs, physician offices, case managers, referral sources, insurance companies, and internal clinical teams.
• Schedule clinicians appropriately based on discipline, availability, payer requirements, and patient needs.
• Upload and maintain accurate documentation, orders, and referral records in Axxess.
• Track all open referrals and follow up on missing orders, records, authorizations, and other barriers until resolution.
• Prioritize time-sensitive referrals and escalate issues that may delay admission or Start of Care.
• Provide clear referral status updates to clinical and scheduling teams.
• Maintain accurate documentation of actions taken, barriers, follow-ups, and next steps.
• Apply working knowledge of Medicare home health guidelines, OASIS requirements, and compliance expectations.

Qualifications

• 1-2 years of experience in home health intake, referrals, admissions, or a similar healthcare setting.
• Familiarity with home health orders, insurance verification, physician coordination, and medical documentation.
• Knowledge of Medicare home health and F2F requirements is a plus.
• Experience using EMR or referral-management systems.
• Strong communication, organization, attention to detail, and follow-up skills.
• Ability to manage multiple referrals and competing priorities.
• Comfortable identifying problems, asking questions, and escalating concerns when needed.