Intake/Scheduling Coordinator

Description

Clerical/Administrative Support
Req #: 64890

For a limited time, MaineHealth is offering a $3,000 sign-on bonus for qualified applicants. This bonus will be prorated for part-time positions. Please note this bonus is not available for per-diem positions. Current MaineHealth employees are ineligible; former MaineHealth employees are ineligible until greater than 6 months separation from employment.

Intake/Scheduling Coordinator - MaineHealth Home Health & Hospice

Schedule: Monday-Friday, 8:00am-4:30pm
Work Arrangement: Hybrid
Location: MaineHealth Home Health & Hospice

Summary

The Intake/Scheduling Coordinator organizes patient visits for both professional and paraprofessional staff, ensuring that home visits are timely, appropriate, and compliant with state and federal regulations. This role is often the first point of contact for new Home Health and Hospice referrals and plays a critical part in establishing a smooth and supportive experience for patients and families.

You will review incoming referrals for regulatory completeness, ensure a provider is assigned, create patient charts in EPIC, and collaborate closely with provider offices, case managers, clinicians, and the scheduling team. Strong communication skills, attention to detail, and comfort working in fastpaced clinical and administrative systems are essential.

Required Minimum Knowledge, Skills, and Abilities (KSAs)

1. Education: High School diploma or GED preferred.

2. License/Certifications: N/A

3. Experience: Experience using MS Office products, EMR and telecommunication software required. Healthcare experience preferred.

4. Additional Skills/Requirements Required: N/A

5. Additional Skills/Requirements Preferred: N/A

Responsibilities

• Answers phone calls from patients and families regarding scheduled visit times or rescheduling needs.
• Schedules all admissions, ROC's, and re-certifications within 48 hours of receipt.
• Schedules PRN visits not scheduled by the primary clinician.
• Contacts patients and family members to confirm expected admission visits and communicates discrepancies to leadership.
• Runs assigned reports and follows up with field clinicians to ensure all visits are addressed, accepted, scheduled, and verified.
• Assigns primary clinician to each case when received from intake.
• Enters patient information into appropriate systems and communicates any system issues to leadership.
• Collaborates with clinicians to coordinate patient visits according to current VFOs.
• Emails admission and ROCC packets to field clinicians as requested.
• Enters monthly clinician working schedules.

Additional Role Details

• Acts as the first point of contact for incoming Home Health and Hospice referrals.
• Reviews referrals for regulatory completeness before processing.
• Ensures each case has an assigned provider.
• Creates patient charts in EPIC and works with EPIC interactions and WellSky for referral management.
• Frequently interacts with provider offices, case managers, and the internal scheduling team.
• A medical or clinical background is helpful.
• Experience with EPIC is beneficial but not required.
• Ideal candidates are detailoriented, organized, and highly comfortable working in electronic systems.

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Additional Information

If you have questions about this role, please contact rebecca.rand@mainehealth.org