In take coordinator

Home Health Intake Coordinator

To establish a standardized process for the Home Health Intake Nurse to coordinate patient admissions, ensure compliance with regulatory requirements, and maintain effective communication with patients, staff, and referral sources.

• Referral & Intake Management

The Intake Nurse is responsible for managing all incoming referrals and verifying patient eligibility for home health services.

Procedures

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Receive and review patient referrals from hospitals, physicians, skilled nursing facilities, and other sources.

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Verify patient eligibility based on Medicare, Medicaid, private insurance, and agency policies .

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Obtain necessary orders, authorizations, and consents before initiating services.

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Ensure all referral documentation is complete and accurate before scheduling admissions.

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Communicate with referral sources to clarify missing or incorrect information .

• Coordination of Admissions

The Intake Nurse coordinates and facilitates the timely admission of patients while ensuring compliance with regulatory requirements.

Procedures

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Assign admissions to field nurses based on availability, geographic location, and patient needs .

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Schedule the start of care (SOC) visit in coordination with the interdisciplinary team (nurses, therapists, aides, social workers).

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Ensure timely OASIS assessments and development of a comprehensive plan of care .

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Work closely with the Director of Nursing (DON) and Administrator to manage urgent admissions and staffing needs.

• Patient Communication & Experience

The Intake Nurse plays a key role in ensuring a positive patient experience through clear communication and follow-ups.

Procedures

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Contact newly admitted patients to explain

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Scope of home health services provided.

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Expected start of care date and visit schedule.

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Patient rights and responsibilities under home health care.

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Verify patient address, demographic details, and emergency contacts to ensure accuracy.

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Follow up after the first nursing visit to assess patient satisfaction and identify concerns.

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Address patient complaints or concerns by

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Apologizing for any service shortfalls .

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Escalating issues to the Director of Nursing (DON) and Administrator for resolution.

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Assuring the patient that corrective measures will be implemented.

• Clinical Documentation & Compliance

The Intake Nurse ensures that all admission documentation is completed per regulatory and agency standards .

Procedures

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Verify that all admission paperwork and consent forms are signed and completed by both the patient and admitting clinician .

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Ensure that OASIS documentation is accurate and submitted within regulatory timeframes.

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Accurately document

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Patient medical history, diagnosis, and medications .

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Physician orders and treatment plans .

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Follow up with physicians and healthcare providers to obtain any missing orders or clarifications.

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Maintain updated records in the electronic medical record (EMR) system .

• Communication & Collaboration

The Intake Nurse ensures efficient coordination between all departments to support patient care and operational effectiveness.

Procedures

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Communicate patient admission outcomes and feedback with

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Director of Nursing (DON) .

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Administrator/Alternate Administrator .

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Coordinate with

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Clinical staff, clinical coordinators, and administrators to ensure proper patient care planning.

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Billing and authorization teams to verify coverage and avoid service delays.

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Serve as a liaison between referral sources, physicians, and the home health team.

• Quality Assurance & Process Improvement

The Intake Nurse monitors and improves admission efficiency and patient satisfaction through proactive engagement.

Procedures

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Track and review admission turnaround times to ensure timely patient onboarding.

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Identify and resolve gaps or inefficiencies in the intake process.

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Participate in quality assurance and performance improvement (QAPI) initiatives .

Compliance & Accountability

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The Intake Nurse must follow all Medicare, Medicaid, CHAP, and Texas HHS regulations regarding home health admissions.