Intake Coordinator (Full-Time, Remote) — US Pediatric Home Health Company

About Home Heart Florida

Home Heart Florida is a pediatric home health agency. We send nurses into the homes of medically complex children across Florida, many of whom rely on ventilators, trachs, or feeding tubes. Families count on us to get care started quickly, and a lot has to happen behind the scenes before a nurse can walk through the door.

About the role

We're hiring a full-time, Philippines-based Intake Coordinator to help move new patients from referral to their first nursing visit. When a child is referred to us, we need medical records from their doctors, a signed nursing order, verified insurance, and an approval from the child's Medicaid health plan before care can begin. You'll be the person who gathers those pieces, follows up until each one comes in, and keeps every family's file organized and current. You'll work closely with our Intake Manager and the rest of the intake team, and you'll be in regular contact with parents, doctors' offices, and health plans.

This job suits someone who is organized, persistent, and calm. Doctors' offices are slow and families are busy, so much of the work is polite, steady follow-up until things get done.

What you'll do

• Follow up with parents to complete and return intake forms, such as medical record release forms.
• Request medical records and nursing orders from doctors' offices by fax, phone, and email, and keep following up until they arrive.
• Sort incoming faxes and file each document to the right patient's chart.
• Create new patient charts in our records system and get every detail right: parent contact information, Medicaid ID, the child's school or day care schedule, physicians, and insurance details.
• Check Medicaid eligibility and insurance coverage in health plan portals.
• Help prepare and submit authorization requests to health plans, and track each one until it is approved.
• Keep our patient pipeline in HubSpot current so the team can see where every family stands.
• Send families short, friendly updates so no one is left wondering what is happening.
• Post a short end-of-day update in Slack covering what you finished, what is stuck, and what comes next.

What we're looking for

• At least 1 year of hands-on work in U.S. healthcare administration, such as patient intake, medical records, prior authorization, insurance or eligibility verification, or medical billing. Work on a U.S. healthcare account at a BPO counts.
• Excellent written and spoken English. You'll be calling U.S. doctors' offices and writing to U.S. families every day.
• You are smart and meticulous. You notice when a Medicaid ID is off by one digit or a date doesn't match between two documents, and you fix it before it causes a problem.
• Strong organization. You can keep 30 or more open files moving at once without anything falling through the cracks.
• You follow up without being reminded, and you own a task until it is finished.
• You learn new software quickly.
• Reliable internet, a quiet place to work, and a backup power plan.

Pluses (not required)

• Florida Medicaid or Medicaid managed care experience
• Pediatrics, home health, or private duty nursing
• HubSpot, an electronic medical records system, Availity, or other health plan portals
• Spanish

Schedule and pay

• Full-time, Monday to Friday, 8:00 AM to 5:00 PM U.S. Eastern Time, fully remote.
• $1,200 USD per month.

How to apply

Use the Apply button on this post. When the application asks for the hidden word, type LANTERN. The application asks for all of the following:

1. Your resume.
2. A 2-minute video in English (Loom or an unlisted YouTube link). Introduce yourself and tell us about a time you had to chase someone for something important, and how you finally got it.
3. Short written answers to these four questions:
   1. What U.S. healthcare administration work have you done, and which systems or portals did you use?
   2. A doctor's office has ignored two requests for records we need this week. What do you do next?
   3. How do you keep track of 30 open tasks so that nothing is missed?
   4. Which U.S. Eastern hours can you commit to, and what is your internet and backup power setup?

We don't review applications that are missing any of these, because attention to detail matters a lot in this job and the application is the first test of it. If your application is a fit, we'll send you a short take-home exercise before any interview, where you'll put together an authorization packet and build a chart for a practice patient.