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Intake Coordinator

Intake Coordinator

DignityCO.com / careersDenver, CO, US
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Job Description

Job Description

Description :

Hospice Intake Coordinator, Monday-Friday 8 : 00a-5 : 00p

About Dignity Hospice :

Dignity Hospice of Colorado has two driving principles. First, to be the provider of choice by delivering exceptional patient care; and second, to be the employer of choice by providing the best working environment.

Dignity Hospice of Colorado serves ~120 patients, their families, and the communities where they live throughout Denver and the Front Range. At Dignity, our mission is to provide superior care and customer service to our patients and their families. We take pride in providing these services in an environment of dignity and respect for every person.

Reports to : Administrator

Work Location Classification : In-Office

Job Summary :

The Hospice Intake Coordinator coordinates the intake / admission process and assists in maintaining EMR records and compliance. They work with families, Dignity staff, communities and hospitals to coordinate smooth onboarding and offboarding of patients on hospice services. They are responsible for maintaining, organizing, and managing all patient health records in accordance with federal, state, and local regulations, as well as internal policies. This role ensures the accuracy, completeness, and confidentiality of patient records while supporting the clinical team with timely access to documentation critical for patient care. They will carry out these responsibilities in a manner that promotes a team approach to care, respects patients / families, meets Medicare / Medicaid conditions of participation and accreditation compliance requirements and reflects the mission and philosophy of Dignity Hospice of Colorado.

Qualifications / Requirements :

  • Demonstrates computer competency; experience with a patient database preferred.
  • Has scheduling experience or is willing to learn
  • Must demonstrate a sense of urgency with referral coordination
  • Able to learn quickly from oral and written instructions
  • Demonstrates collaborative work style, motivates others through communication
  • Ability to multi-task
  • Is dependable and reliable
  • Experience with downloading and converting documents with varying file types
  • Must successfully pass agency-required background checks
  • Exercises discretion with patient information and acts in a professional manner
  • Experience and proficiency in healthcare / patient Customer Service.

Responsibilities / Essential Functions :

  • Processes paperwork for new patients efficiently and in accordance with protocols. Notifies supervisor of any potential issues of Non-compliance. (e.g., Medicare, HIPAA).
  • Responds to / answers all inquiry calls and emails from prospective clients and referring partners.
  • Responsible for collecting data and documents to expedite the admission process (i.e. : Pt Name, DOB, SSN, Insurance, etc.) Scan, upload, and index documents into the EMR system (Netsmart).
  • Offers support, education and resource navigation to families; guides contacts through consent forms when needed.
  • Works collaboratively with the field team to ensure that all admission forms are properly signed and filled in EMR database.
  • Works with RN Case Manager and Social Workers to ensure written communication is provided to facility staff, families, and PCP regarding discharge plan.
  • Maintains compliance for patients that discharge / revoke / transfer from services or are admitting / transferring from another hospice and admitting onto Dignity services.
  • Maintains compliance for travel patients and collaborates with traveling hospice to ensure all parties have documents and information needed.
  • Coordinates with Marketing and records notes around non-qualified individuals (follow up).
  • Manages inbound documents from main fax line, notifies appropriate parties, and processes all incoming documents from field or fax.
  • Completes and audits patient profiles and charts to ensure compliance and accuracy around respite stays, transfers, revocations, benefit periods, travel patients and live discharges.
  • Ensures that pt profile fields in EMR are populated accurately for a smooth billing process.
  • Manages, organizes, and maintains patient records, and ensures compliance within regulations. This may include tasks such as auditing records, collaborating with field team and community partners, and responding record requests.
  • Monitors and tracks the timeliness of physician signatures, care plans, and documentation requirements.
  • Assists with release of information (ROI) requests in accordance with HIPAA, agency, and facility policies.
  • Conducts regular audits of records to ensure regulatory compliance.
  • Maintains confidentiality and security of all medical records and patient information.
  • Performs other administrative tasks as assigned.
  • Schedule : 8 : 00a-5 : 00p Monday-Friday plus covers Intake for a minimum of 5 holiday shifts per year (with a bonus).

    Physical Demands. Employee will need to be able to perform the following physical tasks with or without accommodation : Sitting for long periods of time. Frequent use of vision for reading faxed documents. Frequent use of hands to type and manage documents. Ability to speak clearly and hear on phone calls. Occasionally may need to lift and move objects, such as files, cleaning tools, or office supplies, up to 25 pounds.

    Continuing Education Requirements : Employee is expected to participate in continuing education as required by Medicare or ACHC standards (12 hours of training per year). Employee must virtually attend mandatory education programs, weekly staff meetings and trainings.

    Requirements :

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