Intake Coordinator

Agency: A Senior Connection

Job Title: Intake Coordinator

Reports to: Program Supervisor

Work in collaboration with: Care Coordinators, Community health Workers, Program Director, medical/health care providers (primary care physicians, nursing staff, mental health workers). These positions will be within our Transitional Care Program (TCP) and CalAIM programs.

Location: This is hybrid position. You will be required to have a HIPAA complaint at home office and meet (at minimum quarterly) in Sacramento and surrounding counties. While the position is hybrid, you must be located in Northern California. Those who do not reside in the surrounding areas will not be considered.

Employment Type: Full-time, Hourly

Position Summary:

The Intake Coordinator is a senior, client-facing role responsible for managing referrals from first contact through discharge planning and placement coordination. This position serves as a primary intake and relationship point for hospitals, SNFs, and other referral partners, particularly within CalAIM, while maintaining the flexibility to support ASC’s broader portfolio of programs.

This role requires strong clinical-adjacent judgment, professional communication, and the ability to operate independently in fast-paced healthcare settings. The Intake Coordinator routinely works in the field to support intake, assessment coordination, documentation gathering, and placement logistics, handing off clients to outpatient Lead Care Management once placement or discharge is complete.

Key Responsibilities:

Referral Intake & Coordination (Primary Function)

● Serve as the primary intake coordinator for incoming referrals across ASC programs, with a dominant focus on CalAIM services.

● Receive, triage, and process referrals from hospitals, SNFs, managed care plans, home administrators, and community partners.

● Review referrals for basic program eligibility and authorization readiness, identifying missing documentation, eligibility gaps, or barriers early in the process.

● Coordinate with referral sources to obtain required clinical, demographic, and payer documentation needed to support authorization and service initiation.

● Prepare referral packets and intake summaries to support timely authorization submission by internal teams.

● Enter and maintain accurate referral data in ASC systems, ensuring compliance with program and payer requirements.

● Track referral status, follow up on outstanding items, and ensure referrals move efficiently from intake through placement or handoff.

Field-Based Intake & Discharge Support

● Conduct on-site intake support at hospitals and skilled nursing facilities as needed.

● Work directly with discharge planners, social workers, case managers, and utilization review staff to support timely discharge and placement.

● Participate in intake-related meetings, care coordination discussions, and facility walkthroughs when appropriate.

● Support clients through the intake-to-discharge window, ensuring continuity, documentation completeness, and clear handoff to outpatient Lead Care Management staff once placement or transition is complete.

Relationship Management & Partner Communication

● Serve as a trusted point of contact for referral partners, responding promptly and professionally to inquiries.

● Respond promptly and professionally to intake, eligibility, and service-related inquiries.

● Build and maintain strong working relationships with referral partners, reinforcing ASC’s reliability, responsiveness, and expertise.

● Communicate clearly and proactively with internal teams regarding referral status, eligibility concerns, authorization readiness, and next steps.

● Provide intake coverage and respond to calls or referrals during other intake staff absences or days off as needed.

Cross-Program & Administrative Support

● Maintain working knowledge of ASC’s full range of programs to appropriately route and support referrals beyond CalAIM when needed.

● Assist with resource development, including researching community resources, touring and supporting the contracting of facilities, and supporting partnership development.

● Support outreach-related tasks such as cold calling facilities, scheduling in-services, and coordinating training or informational sessions.

● Provide higher-level administrative and operational support as assigned, including documentation preparation and special projects tied to program growth.

Compliance, Documentation & Professional Standards

● Handle all client, partner, and payer information with strict confidentiality and professionalism.

● Ensure intake and eligibility documentation aligns with program requirements, authorization standards, and internal workflows.

● Identify and escalate eligibility or authorization risks early to supervisors or authorization staff.

● Represent ASC professionally and confidently in all field, phone, and written interactions.

Qualifications:

Education & Experience

● High school diploma or equivalent required; Associate’s or Bachelor’s degree strongly preferred.

● Minimum 3–5 years experience in healthcare intake, care coordination, referral management, case management support, or a related role.

● Demonstrated experience reviewing eligibility criteria and preparing referrals for authorization or service approval; additionally supporting appeals process.

● Experience working with hospitals, SNFs, managed care plans, or community-based health programs strongly preferred.

● Experience working with vulnerable populations including individuals experiencing homelessness and the elderly.

● Familiarity with CalAIM or Medi-Cal–funded programs is highly desirable (training can be provided for the right candidate).

Skills & Competencies

● Strong professional judgment and ability to operate independently in dynamic healthcare environments.

● Excellent verbal and written communication skills, including confident phone and in-person presence.

● High attention to detail with the ability to manage multiple referrals and deadlines simultaneously.

● Strong organizational and documentation skills.

● Comfort working both remotely and in the field.

● Proficiency with Google Workspace, Microsoft Office, and electronic documentation systems.

● Relationship-oriented mindset with a calm, competent, and solutions-focused approach.

Additional Requirements:

● Reliable transportation and ability to travel locally to hospitals, SNFs, and community sites.

● Ability to handle confidential and sensitive information in compliance with applicable regulations.

Work Schedule & Compensation:

● Schedule: Monday–Friday, 8:30 AM–5:00 PM (may require flexibility based on

hospital/SNF needs)

*Please answer the pre-screen questions to be considered for this role.

Pay: $30.00 - $35.00 per hour

Benefits:

• 401(k) matching
• Health insurance
• Paid sick time
• Paid time off
• Work from home

Application Question(s):

• Please describe your experience in healthcare intake, referral coordination, or care management support. Include the number of years and types of programs you’ve worked with.
• Please describe your experience in healthcare intake, referral coordination, or care management support, including the number of years and types of programs you’ve worked with.
• Describe your experience reviewing client eligibility, preparing referral packets, and coordinating documentation for service authorization. Include any experience handling missing documentation or appeals.
• Have you worked with CalAIM, Medi-Cal, or other managed care–funded programs, and/or directly with hospitals or SNFs? Please provide details about your role and responsibilities.
• This role requires travel to hospitals, SNFs, and community sites, and comfort using electronic documentation systems. Please describe your field-based experience, travel readiness, and software or systems you’ve used.

Work Location: Hybrid remote in Sacramento County, CA