Job Description

Job Description

Home Health Intake & Admissions Department Manager

Department: Intake & Admissions

Reports To: Vice President of Operations / Director of Intake & Admissions

Location: Office-Based

FLSA Status: Exempt

Position Summary

The Home Health Intake & Admissions Department Manager oversees the daily operations of the Intake and Admissions functions within a Medicare-certified home health agency. This role ensures timely, accurate, and compliant processing of referrals; coordination with clinical and operational leaders; and the seamless transition of patients into care. The Manager is responsible for team performance, workflow optimization, quality assurance, and maintaining compliance with CMS Conditions of Participation, payer requirements, and agency policies.

Key Responsibilities

1. Intake & Referral Management

• Oversee the end-to-end intake process to ensure all inquiries, referrals, and physician orders are promptly reviewed, verified, and entered into the EMR.
• Ensure benefits and eligibility checks are completed accurately, including Medicare, Managed Care, and commercial payers.
• Maintain timely communication with referral sources and marketers, ensuring high customer service standards and responsive follow-up.
• Monitor referral volume, turnaround times, acceptance rates, and lost referral reasons.

2. Admissions Coordination

• Ensure all admissions are clinically reviewed for appropriateness, payer authorization, and required documentation (F2F, orders, demographics, approvals, etc.).
• Collaborate with the Director(s) of Clinical Services and scheduling teams to ensure timely staffing of evaluating clinicians.
• Confirm that all required documentation is completed for the patient chart prior to the start of care in accordance with CMS regulations.
• Troubleshoot delays, barriers to admission, and incomplete information by coordinating internally and externally.

3. Department Leadership & Team Oversight

• Supervise Intake Coordinators, Admissions Coordinators, and Admissions Nurses.
• Provide ongoing training, performance coaching, and developmental support to ensure competency and adherence to agency policies.
• Assist with staffing schedules and workflows that support timely coverage across business hours and after-hours, if applicable.
• Conduct routine team meetings, audits, and one-on-one check-ins.

4. Compliance & Quality Assurance

• Monitor department accuracy and compliance with HIPAA, CMS Conditions of Participation, payer requirements, and internal policies.
• Ensure consistent use and accuracy of documentation in the agency’s EMR (WellSky/Kinnser).
• Conduct chart and workflow audits to validate intake completeness, referral verification, and admission readiness.
• Develop, update, and maintain department policies, procedures, onboarding materials, and workflows.
• Participate in agency QAPI initiatives, identify trends, and implement corrective actions.

5. Operational Performance & Reporting

• Track daily, weekly, and monthly referral metrics, including:
• Intake turnaround time
• Referral acceptance and declination rates
• Pending admissions
• Payer authorization timelines
• Volume trends by referral source
• Report findings to executive leadership and recommend process improvements.
• Implement workflow optimizations to increase efficiency, reduce errors, and support positive patient and agency outcomes.

6. Cross-Department Collaboration

• Work closely with Clinical Directors, Scheduling, Billing, Marketing/Liaison Teams, and Administration to ensure a cohesive and efficient admissions process.
• Act as a liaison with external stakeholders such as hospitals, SNFs, physician offices, and managed care entities.
• Support marketing teams by ensuring smooth communication and troubleshooting issues related to referral quality, documentation, or capacity.
• Partner with HR and Training to ensure competency-based onboarding for Intake and Admissions personnel.

7. Customer Service & Relationship Management

• Uphold high customer service standards with referral sources, patients, families, and internal teams.
• Respond promptly to escalations regarding delays or issues with admissions.
• Ensure all team members follow service recovery protocols when needed.

Qualifications

Required

• Licensed Practical Nurse (LPN) required or Registered Nurse (RN) preferred. Minimum 3–5 years of experience in home health intake, admissions, case management, or related operational roles.
• Minimum 2 years supervisory or management experience in a healthcare setting.
• Strong knowledge of Medicare, Medicaid, and Managed Care home health regulations, including CMS Conditions of Participation.
• Excellent communication, leadership, customer service, and organizational skills.
• Ability to multitask, manage competing priorities, and work in a fast-paced environment.
• Home Health experience

Preferred

• Experience working with referral portals (Epic, CarePort, NaviHealth, etc.).
• Experience using WellSky (formerly Kinnser) EMR system in a home health setting is highly preferred.
• Bilingual English/Spanish or English/Creole.

Core Competencies

• Leadership & Team Development
• Regulatory Compliance
• Critical Thinking & Problem Solving
• Workflow Optimization
• Customer Service Excellence
• Analytical & Reporting Skills
• Collaboration & Communication
• Time Management & Organization

Working Conditions

• Office-based environment with extensive computer and phone use.
• May require occasional travel to other branch locations or referral source facilities.
• Must maintain confidentiality and professionalism at all times.
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