Hospice Intake, Scheduling

Position: Hospice Intake, Scheduling & Authorizations Specialist

Job Type: Full-time (40 hours/week)

Location: Philippines (Remote, CST hours)

Salary: $7.00 - $8.00 per hour

Overview

Our client is a Texas-based healthcare organization providing compassionate home health and hospice services across multiple markets. With a focus on patient comfort, clinical excellence, and family-centered care, the client supports patients and their families through skilled nursing, symptom management, interdisciplinary care, and end-of-life services.

Our client is seeking an experienced Hospice Intake, Scheduling & Authorizations Specialist to support its hospice operations, currently serving approximately 140 patients across three markets and averaging eight new admissions per week. This position will play an important role in managing daily intake, scheduling, insurance verification, and authorization workflows while reducing the administrative burden on clinical leadership and management.

The ideal candidate has extensive experience supporting US-based hospice agencies, strong proficiency in WellSky/Kinnser, and the ability to independently manage multiple operational responsibilities. This role requires excellent organization, communication, problem-solving skills, and the ability to coordinate effectively with clinical staff, referral sources, and agency leadership.

Key Responsibilities

Hospice Intake & Referral Coordination

• Receive, process, and track incoming hospice referrals from hospitals, physicians, facilities, and other referral sources.
• Review referral packets for completeness, including patient demographics, insurance information, physician orders, and supporting documentation.
• Verify Medicare, Medicaid, and commercial insurance eligibility and benefits as applicable.
• Coordinate with clinical leadership regarding referral acceptance, admission readiness, and clinical eligibility questions.
• Enter and maintain accurate patient information, referral records, and admission documentation in WellSky/Kinnser.
• Communicate with referral sources, patients, families, and internal teams to obtain missing information and facilitate timely admissions.
• Monitor pending referrals, follow up on outstanding requirements, and maintain accurate intake tracking records.
• Escalate clinical questions, eligibility concerns, and potential admission barriers to appropriate licensed staff.

Scheduling & Field Staff Coordination

• Coordinate patient visits and scheduling needs across the client's three hospice service markets.
• Assist with scheduling nurses, hospice aides, social workers, and other interdisciplinary team members.
• Monitor visit schedules, frequencies, staffing availability, and outstanding visits.
• Communicate schedule changes, cancellations, and urgent coverage needs to appropriate team members.
• Coordinate with case managers and clinical leadership to support timely patient visits and continuity of care.
• Track missed, declined, or rescheduled visits and facilitate appropriate administrative follow-up.
• Maintain accurate schedules and visit information within WellSky/Kinnser.
• Assist with daily scheduling challenges while escalating clinical prioritization decisions to licensed staff.

Insurance Verification & Authorizations

• Verify patient insurance coverage, benefits, and payer requirements before admission and as needed throughout care.
• Identify authorization requirements for Medicare Advantage, Medicaid managed care, and commercial insurance plans.
• Submit, track, and follow up on prior authorization requests when required by the applicable payer.
• Coordinate with clinical staff to obtain documentation needed for authorization submissions.
• Monitor pending approvals, authorization expiration dates, and outstanding payer requests.
• Maintain accurate insurance and authorization records within the EMR and supporting tracking systems.
• Communicate authorization delays, coverage issues, and potential reimbursement concerns to management.
• Assist with resolving administrative insurance discrepancies and payer-related documentation requests.

Administrative & Operational Support

• Provide daily back-office support to hospice management and clinical teams across multiple locations.
• Monitor shared inboxes, incoming communications, outstanding tasks, and operational follow-ups.
• Assist with processing physician orders, obtaining signatures, and tracking outstanding documentation.
• Upload and organize referral documents, hospital records, physician orders, and other patient information.
• Maintain accurate patient records and ensure timely updates within