Central Intake Specialist

Central Intake Specialist

Reports to the Direct of Central Intake

Job Description

Position Summary

The Central Intake Specialist serves as the primary point of contact for incoming referrals and admission inquiries across the skilled nursing organization. This position is responsible for coordinating the referral review process, verifying insurance coverage, collecting clinical documentation, communicating with referral sources, and facilitating timely admissions into appropriate facilities. The Central Intake Specialist plays a critical role in supporting census growth while ensuring compliance with payer, regulatory, and organizational requirements.

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Essential Duties and Responsibilities

Referral Intake & Management

· Receive, process, and track incoming referrals from hospitals, physicians, case managers, home health agencies, and other referral sources.

· Review referral documentation for completeness and accuracy.

· Enter referral information into the organization's intake and CRM systems.

· Coordinate referral communication between referral sources and facility teams.

· Ensure prompt response to referral inquiries and admission requests.

· Maintain accurate records of referral activity and outcomes.

Clinical Coordination

· Collect and review clinical documentation necessary for admission consideration.

· Collaborate with nursing and clinical leadership to assess patient appropriateness.

· Identify missing documentation and obtain required information from referral sources.

· Escalate complex clinical referrals to leadership when necessary.

· Facilitate smooth transitions from acute care settings into skilled nursing facilities.

Insurance Verification & Authorization

· Verify insurance benefits and eligibility for Medicare, Medicaid, managed care, and commercial payers.

· Assist with obtaining prior authorizations and payer approvals.

· Communicate payer requirements and authorization status to facility teams.

· Monitor authorization timelines to prevent delays in admission.

· Ensure payer information is accurately documented.

Customer Service & Relationship Management

· Provide exceptional customer service to referral sources, patients, families, and internal stakeholders.

· Maintain professional communication with hospital discharge planners, case managers, and physicians.

· Respond promptly to referral-related questions and concerns.

· Build positive relationships that support ongoing referral growth.

Admissions Support

· Coordinate admission logistics with facility admissions teams.

· Assist in scheduling admissions and ensuring readiness for patient arrival.

· Communicate admission decisions to referral partners in a timely manner.

· Support bed management and placement coordination efforts.

· Track pending admissions and follow up on outstanding items.

Documentation & Reporting

· Maintain accurate referral and admission records.

· Ensure compliance with organizational policies and HIPAA regulations.

· Generate reports related to referral activity, conversion rates, and admission trends.

· Monitor referral status updates and maintain data integrity.

· Assist leadership with census and referral reporting.