Diana Jane Marce

The Intake and Scheduling Coordinator is responsible for managing new patient referrals, processing intake documentation, verifying insurance, and coordinating clinician schedules for timely home health visits. This role ensures a smooth transition from referral to service and maintains efficient, accurate scheduling across the care team to meet patient needs and compliance requirements.

• Receive and process new patient referrals from hospitals, physicians, case managers, or other sources.
• Collect, verify, and enter patient demographics, insurance information, and authorization requirements.
• Coordinate with clinical leadership to assign appropriate field staff based on patient needs, location, and clinician availability.
• Ensure all intake documentation is complete, accurate, and compliant with federal, state, and agency guidelines.
• Communicate with referral sources, patients, and families regarding the intake process, start-of-care expectations, and services offered.
• Develop and maintain clinician schedules to meet patient care needs and visit frequency requirements.
• Coordinate initial evaluations, revisits, and follow-up appointments across nursing, therapy, and aide disciplines.
• Monitor visit frequencies to ensure adherence to plan of care and payer guidelines.
• Quickly resolve schedule conflicts, missed visits, or last-minute cancellations by rescheduling as needed.
• Maintain accurate schedules in EMR systems (e.g., WellSky, DSL, Kinnser).
• Collaborate with clinical managers to ensure appropriate staffing coverage for all patients.
• Maintain HIPAA-compliant communication with field staff and patients.
• Support office operations with filing, document scanning, and phone coverage.
• Run reports related to scheduling, missed visits, or intake activity as needed.

Manage and maintain accurate schedules for behavior technicians, BCBAs, and clients.

• Coordinate therapy sessions, staff availability, cancellations, and reschedules.
• Proactively resolve scheduling conflicts to minimize disruptions in services.
• Maintain regular communication with families and staff regarding scheduling changes.
• Greet clients, families, and visitors professionally and warmly.
• Answer phones, emails, and respond to inquiries or route to appropriate staff.
• Maintain organized records of session notes, time logs, and documentation in accordance with HIPAA and clinic policies.
• Assist with new client onboarding, intake paperwork, and insurance documentation.
• Maintain office supply inventory and ensure the clinic environment is clean and organized.
• Serve as the liaison between clinical staff, families, and administrative team.
• Provide administrative support to the Clinical Director or BCBA team as needed.

•Performs all daily patient referral and intake operations including assisting with the direct oversight of agency program and implementation of its intake, policies and procedures.
Ensures the same less transition of patients to home care by calling the patient or responsible party prior to discharge from hospital to confirm and verify demographic information insurance information and primary care physician or ordering home care physician and emergency contact information.
Verifies primary care physician upon referral from the referral source. Call PCP to confirm if they will be the one signing Home Health order.
Create patient in the EMR. Responsible for creating patient chart, providing as much information as possible.Request H&P, medical orders, current medication list from case manager or referral source from the referral management system.
Data entry, responsible for data entry of all the patients information.
Responsible for educating clinical staff as it pertains to intake process as needed.
Responsible for charting pertinent conversation as they pertain to the intake process in the EMR as needed
Assist the management with any other test that unnecessary to help of the agency
Room assist in the evaluation and implementation of improved work methods and practices to ensure patients are admitted in accordance with the agency policy and procedures.
Establishes and maintain positive working relationships with current and potential referrals sources.

• Performs all daily patient referral and intake operations including assisting with the direct oversight of agency program and implementation of its intake, policies and procedures.
• Ensures the same less transition of patients to home care by calling the patient or responsible party prior to discharge from hospital to confirm and verify demographic information insurance information and primary care physician or ordering home care physician and emergency contact information.
• Verifies primary care physician upon referral from the referral source. Call PCP to confirm if they will be the one signing Home Health order.
• Create patient in the EMR. Responsible for creating patient chart, providing as much information as possible.Request H&P, medical orders, current medication list from case manager or referral source from the referral management system.
• Data entry, responsible for data entry of all the patients information.
• Responsible for educating clinical staff as it pertains to intake process as needed.
• Responsible for charting pertinent conversation as they pertain to the intake process in the EMR as needed
• Assist the management with any other test that unnecessary to help of the agency
• Room assist in the evaluation and implementation of improved work methods and practices to ensure patients are admitted in accordance with the agency policy and procedures.
• Establishes and maintain positive working relationships with current and potential referrals sources.

• WELCOME PATIENTS TO THE OFFICE
• GIVE CUSTOMER SERVICE
• ANSWER PHONE CALL/INQUIRY FROM PATIENTS
• PULL INSURANCE CHECK FOR PATIENTS ELIGIBILITY
• KNOWLEDGEABLE ON DIFFERENT INSURANCE PLAN
• PROCESS CONTACTS/GLASSES ORDERS
• CHECK IN/OUT PATIENT
• HANDLE PHONES AND FAXES
• RESPOND TO EMAILS
• INPUT INVOICES INTO QUICKBOOKS
• MANAGED DAY TO DAY OPERATIONS
• BILL INSURANCE
• HANDLE INSURANCE QUESTIONS
• RESPONSIBLE FOR SCHEDULING
• TRACKING ORDERS
• Maintained office records
• Expense reporting and data entry
• BOOK KEEPING

• Provide customer service
• Encode patient data to the computer like insurance and personal information
• Prepare prescribe medication for the patient
• Answer phone and questions from the patient
• Insurance verification

• Organized meeting and conferences for our client
• Provide great customer service
• Help customer find tools or stuff they need for a day
• Administrative
• Handles schedule

• Assisted in developing seasonal products assortment plan for assigned categories
• Analyzed customer feedback to inform future product selections
• Provided input on pricing strategies based on market conditions and competitive landscape
• Stocked and rotated shelves and built displays to deliver results for stores and suppliers

• Managing money / cashier
• Provide great customer service
• Inventory support and management
• Answers customer inquiries and provided accurate information regarding the products and services
• Maintain knowledge of current promotions, exchange guidelines, payment policies and security practice
• De-escalate problematic customer concerns, maintaining calm, friendly demeanor

• Managing people
• Running the store without manager
• Opening and closing the store
• Balancing sales at the end of the day
• Business operations