Intake Coordinator

2 days ago

Oak Brook, United States Advocate Health Full time

Major Responsibilities:

  • 1. PAN Intake Function
    • 2)b. Responsibility for the screening of referrals to ensure all new patients meets PAN Program admission criteria.
    • 3)c. Maintain a knowledge of PAN program accepted insurance payers and guidelines.
    • 4)d. Identification, investigation and verification of sources of reimbursement
    • 5)e. Interprets company services and admission criteria to referral sources and individuals seeking information
    • 1)a. Processes PAN referrals and determine appropriateness to schedule a staff member. This includes but not limited to: i. Interact with referral sources to insure adequate referral information is received and performs additional follow up as needed. ii. Initial Referral Data Entry including referral patient information and not taken for care reasons iii. Insurance Verification using insurance verification tools as well as hospital systems for patient information iv. Insure accurate recording of patient PCP v. CMN process where appropriate vi. Confirmation of Admission. vii. Responsible for maintenance of patient's medical records with established policies and procedures. viii. Follows up on patients that are pending, interfacing with Hospice or Home Health care or other PAN program to insure prompt admission to a PAN program
  • 2. Maintains staff schedules and schedules patients for admission
    • 1)i. Maintains schedules for APN's and RN's in the field. Assigns new admissions to RN or APN ii. Contacts patient/family to set up initial appointment for initial patient admission in Palliative Medicine or Medical Management at home, coordinating the visit with APN, RN or MD schedules
  • 3. Maintains PAN SNF,PAN Palliative Medicine, and PAN Medical Management at Home daily Program Census
    • 1)a. Interacts daily with all PAN SNF Partner facilities, PAN Post Acute Care Coordinators, PAN APN's and RN's daily to identify new admissions to PAN programs, b. Interacts with APN and MD or RN providers to gather information on new admissions to all PAN programs c. Prepares and distributes accurate program census to PAN teams daily.
  • 4. Responsible for support functions of Allscripts for all PAN Programs
    • 1)a. Daily check in of admission paperwork against the checklist and tracking of all paperwork due and received by Admissions staff. i. Verify RN visits weekly for billing purposes.
    • 2)b. Report to manager any issues of late or incomplete paperwork.
    • 3)c. Data entry of all new referrals into the computer system and assignment of patient ID numbers.
    • 4)d. Run reports for referrals, admissions and not taken for care each week and monthly for summary reports.
    • 5)e. Retrieve and print hospital data (carenet) on each new patient.
    • 6)f. Copy and distribute new referrals, update active referral book, update pending referral book and update discharge referral book
    • 7)g. Performs data integrity checks of patient information and identifies problems requiring resolution by a supervisor. ie. Referrals, Admits, Non-Admits
  • 5. Coordinate Onboarding and Credentialing of New PAN Providers and Associates
    • 1)a. Maintain knowledge of PAN Provider credentialing/onboarding process.
    • 2)b. Meet with new Providers prior to their start date to initiate credentialing process.
    • 3)c. Prepare APN credentialing documents for PAN SNF partners, APN MD collaborative documents, and assist new provider in obtaining and completing controlled substance license applications
    • 4)d. Collect and electronically file all documents, required licenses, diplomas for new APN and distributes to appropriate persons.
    • 5)e. Continually follow credentialing process and communicate regularly with all involved parties to insure timely completion of credentialing process prior to new provider start date.
    • 6)f. Coordinate and submit all required documents to obtain all needed IT system access, laptop, phone, lab coats, etc. required for new PAN APN/Associate onboarding.
  • 6. Clerical Support for PAN Management Team
    • 1)a. Prepare monthly agendas for all PAN SNF facilities to include: i. Press Ganey data ii. CHIS readmission data
    • 2)b. Other clerical support projects as assigned.
  • 7. Exhibits excellent customer service as a first line telephone representative of all PAN programs
    • 1)a. Provide excellent customer service to external referral sources, internal referral sources and all PAN associates and Providers
    • 2)b. Provide accurate information on PAN programs to patients and referral sources.
    • 3)c. Performs other duties as assigned.


Education/Experience Required:

  • High School education 3-5 years prior experience in a medical field such as a hopsital or medical office. * Good communication skills


Knowledge, Skills & Abilities Required:

  • Typing 60 wpm or data entry score of 5,000 kph preferred * Experience using Xerox, fax, multi-line phones * Basic Knowledge of word, excel and data base programs.*
  • Valid Drivers License


Physicial Requirements and Working Conditions:

  • This job requires reaching, bending, stooping, lifting. Ability to work in a fast-paced, changeable environment. Must be willing to work occasional overtime if needed. Must be able to travel to various locations to attend meetings or provide support to PAN teams. May be required to travel to post office to process PAN mail.
  • If position has direct patient care or direct patient contact the following lifting requirement supersedes any previous lifting requirement effective 06/01/2015. Ability to lift up to 35 pounds without assistance. For patient lifts of over 35 pounds, or when patient is unable to assist with the lift, patient handling equipment is expected to be used, with at least one other associate, when available. Unique patient lifting/movement situations will be assessed on a case-by-case basis.


This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

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