Reports To: Director of Clinical Services / Intake Supervisor

Employment Type: Part-Time | On-Call

Work Schedule:

Monday, Thursday, Friday: 4:00 PM – 10:00 PM

Saturday & Sunday: 10:00 AM – 7:00 PM

Position Summary:

The On-Call Intake Coordinator / Medical Assistant is responsible for managing after-hours and weekend referrals, facilitating timely and accurate patient admissions, and supporting the clinical team in delivering high-quality home health and hospice care. This position requires an experienced Medical Assistant who excels in both clinical support and administrative coordination, with a compassionate and professional approach to patient and provider communication.

Key Responsibilities:

Intake Coordination (After-Hours & Weekend):

Receive and process new referrals via phone, fax, or electronic systems from hospitals, clinics, or providers.

Obtain and verify essential patient information including demographics, insurance coverage, and clinical data.

Coordinate new admissions by communicating with referring providers and the on-call clinical team.

Accurately input intake data into the Electronic Medical Record (EMR) system.

Ensure all documentation is received and reviewed for completeness (e.g., physician orders, face-to-face documentation, H&P).

Track and update referral logs and provide timely updates to the day-shift intake team.

Medical Assistant Duties:

Gather and relay relevant clinical information, such as current symptoms, medication lists, allergies, and prior medical history.

Assist with clinical triage and communicate urgent patient needs to on-call nurses or case managers.

Support the care team with documentation, coordination of DME and pharmacy services, and follow-up calls as needed.

Maintain HIPAA compliance and protect all patient information during intake and coordination activities.

Serve as a compassionate point of contact for patients and families during after-hours intake.

Qualifications:

Education: High School Diploma or GED required Certified Medical Assistant (CMA, RMA, or equivalent) – Required

Experience:

Minimum 1–2 years of experience as a Medical Assistant in a clinical, home health, or hospice setting

Strong understanding of medical terminology and basic clinical protocols

Familiarity with insurance verifications and prior authorization processes

Experience with EMR systems (e.g., Kinnser, Axxess, HCHB) preferred

Skills:

Excellent communication skills, both verbal and written

Ability to work independently and manage tasks under pressure

Strong attention to detail and organizational skills

Tech-savvy with the ability to operate software platforms, fax/email systems, and secure mobile/remote tools

Compassionate and calm demeanor during sensitive patient or family interactions

Work Environment:

office-based

Must have access to a reliable phone and computer with secure internet

Evening and weekend availability required as per assigned schedule

May require occasional in-person presence for emergency cases or documentation support

Applied Healthcare Solutions, Inc. and Applied Palliative and Hospice Services, Inc. is dedicated to delivering timely and compassionate care. As a critical part of our after-hours response team, the On-Call Intake Coordinator / Medical Assistant ensures no patient or family ever feels left without support—no matter the hour.