Intake & Medical Records Coordinator

Intake & Medical Records Coordinator
Pay Range: $22-27/hour
Job Type: Full Time

Coverage Area: Moreno Valley

About Us

Bella Terra Home Health and Hospice is committed to providing comfort, compassion, and quality care to patients and families during life’s most challenging moments. Whether at home or in a facility, our mission is to enhance quality of life through personalized hospice services. We are part of the Cornerstone Group, a nationwide network of home health and hospice agencies, but we operate as a local team with a family-oriented culture.

Why Join Bella Terra?

• Growing organization with opportunities for advancement

• Supportive team environment

• Freedom to create programs that best serve your patients

• Core Values of CAPLICO: Celebration, Accountability, Passion for Learning, Love One Another, Intelligent Risk Taking, Customer Second, Ownership

Position Summary

Bella Terra Home Health & Hospice is seeking an Intake and Medical Records Coordinator to join our team. In this role you are responsible for verifying insurance eligibility, obtaining and managing authorizations, providing intake support, and overseeing the maintenance, security, and confidentiality of clinical records. Ensures compliance with applicable state and federal regulations while supporting efficient patient admission, authorization, and medical records processes.

Duties and Responsibilities

• Verify insurance eligibility and confirm accurate payer sources for all referrals received.

• Obtain, track, and manage insurance authorizations and reauthorizations in a timely and accurate manner.

• Monitor and manage incoming and outgoing communications with providers, payers, referral sources, and internal staff regarding eligibility, authorizations, and referral status.

• Obtain and provide clinical information necessary to secure authorizations according to company policy.

• Communicate authorization status and updates to field staff, scheduling staff, and other appropriate personnel.

• Answer insurance, intake, and medical records inquiries and direct requests appropriately.

• Provide backup support to Intake and Scheduling Coordinators as needed.

• Manage daily clinical records functions and assist with implementing medical records policies and procedures.

• Ensure clinical record systems are maintained in compliance with state and federal regulations.

• Maintain a working knowledge of applicable regulatory requirements and serve as a resource for staff regarding documentation and recordkeeping standards.

• Protect the confidentiality of patient and organizational information through established security and control procedures.

• Process and forward copies of clinical records to authorized users in accordance with policy.

• Complete administrative record audits following patient discharge and communicate identified deficiencies to appropriate clinical leadership.

• Monitor aged unsigned physician orders and follow up with physicians and provider offices to obtain required signatures.

• Maintain proficiency with clinical record and information systems, including system upgrades and enhancements.

• Establish and maintain positive working relationships with providers, referral sources, payers, and internal staff.

The above statements are intended to describe the general nature and level of work performed. Employees may be required to perform other job-related duties as assigned.

Job Requirements (Education, Experience, Knowledge, Skills & Abilities)

• Minimum of one to three years of experience in insurance eligibility, authorization management, intake, medical records, or related healthcare operations. Home health or hospice experience preferred.

• Working knowledge of healthcare information systems and electronic medical records.

• Knowledge of healthcare business practices, insurance processes, and governmental regulations.

• Strong organizational, problem-solving, and time-management skills.

• Effective verbal and written communication skills.

• Demonstrated ability to maintain confidentiality and exercise sound judgment.

• Ability to work independently while collaborating effectively with interdisciplinary teams.

• Demonstrates professionalism, flexibility, cooperation, and attention to detail.