Intake Specialist

About Peoples Health Services

Peoples Health Services is a unique, family-owned and locally operated Hospice and Home Health provider serving the Florida Panhandle. The organization prioritizes the well-being of its caregivers, offering competitive salaries and a comprehensive benefits package including medical, dental, vision, group life insurance, short-term disability, paid time off programs, six paid holidays, recognition initiatives, and annual Relax & Recharge Day to promote work-life balance. Join a team devoted to supporting both their community and colleagues.

Role Overview

The Intake Specialist plays a critical role in handling admissions by managing referral information, phone prioritization, insurance authorization interpretation, and accurate data entry into home care management systems. This position requires clear communication of clinical details to secure authorizations for Home Care Services while adhering to company policies. Core responsibilities involve entering demographic and financial data, routing and prioritizing referral calls, calculating insurance co-pays, and following through on authorization requests.

Key Responsibilities

• Enter all referral, demographic, and financial data promptly and accurately to support billing and scheduling tasks.
• Answer and route incoming calls, prioritizing based on clinical urgency.
• Support the Intake Supervisor by preparing referrals in compliance with company, state, federal guidelines, and insurance contract requirements.
• Collaborate effectively with Clinical Team Managers, schedulers, and referral sources to meet urgent admission needs appropriately.
• Calculate patient co-pays and deductible amounts according to insurance reimbursement rates.
• Complete initial and ongoing authorization documentation aligned with insurance contract obligations; notify relevant staff of authorization statuses and visit limits.
• Handle communication related to insurance clarifications and collaborate with case managers to ensure authorized visit utilization matches patient needs.
• Maintain ongoing communication with referral liaisons through texts and emails to confirm receipt and documentation completeness.
• Provide weekend and after-hours support for insurance queries concerning new referrals.
• Offer administrative assistance to clinical staff including copying and faxing when needed.
• Ensure a professional demeanor, uphold patient confidentiality, and promote a welcoming environment for all visitors.
• Participate in accreditation programs and assist referral sources in securing alternative placements when necessary due to insurance limitations.
• Transfer any unresolved referrals and related information to the nighttime/weekend intake supervisor and maintain daily referral reports for assigned personnel.
• Perform additional duties as assigned.

Working Environment

This role operates within an office setting and may occasionally involve exposure to biological hazards.

Qualifications

• Minimum educational requirement of High School Graduate or equivalent; Associate's degree preferred.
• At least three years of experience in the medical field or medical office environment is preferred.
• Familiarity with billing processes, insurance reimbursements, medical terminology, and diagnosis coding is advantageous.
• Experience in troubleshooting computer issues, managing records, and organizational skills are preferred.
• Proficiency in Microsoft Word and Excel is mandatory.
• Ability to prioritize tasks effectively, independently manage time, and make sound decisions when necessary.