[Hiring] Central Intake & Records Coordinator @CONSTELLATION HEALTH SERVICES

Role Description

Constellation Health is seeking a PART TIME Central Intake & Records Coordinator to join our staff!

This is a REMOTE position, approximately 25 hours per week! (Flexible Hours)

Must live in CT, MA, NH, NY, ME, OH, TX, VA or PA

The Central Intake & Records Coordinator is responsible for supporting centralized intake operations and ensuring timely, accurate management of clinical documentation across multiple systems. This role serves as the primary point person for PointClickCare (PCC) document uploads, medical record retrieval, and EMR document transitions, while functioning as a backup to the Central Intake team for referral coordination.

Essential Job Functions/Responsibilities

• PCC Document Management (Primary Function)
  • Upload patient visit documentation, orders, and clinical records into PCC in a timely and accurate manner.
  • Ensure all documents are properly indexed, labeled, and associated with the correct patient record.
  • Perform quality checks to confirm document completeness and legibility.
  • Maintain facility-specific and agency timelines and process expectations for document retrieval and uploads, ensuring alignment with each facility’s workflow requirements and service level agreements.
• Coordinates the referral and intake process by gathering complete patient information, verifying insurance, and ensuring eligibility.
• Accurately enters patient demographics, insurance, and referral information into the EMR.
• Ensures all required documents (face sheets, clinical notes, physician orders, consent forms, etc.) are obtained prior to admission.
• Communicates effectively with patients, families, caregivers, referral sources, and internal staff.
• Assists with scheduling initial visits and ensures proper coordination of services across teams.
• Monitors referral status and provides follow-up as needed to avoid delays in admissions.
• Supports billing accuracy by ensuring all intake information is complete and compliant.
• On-call after hours and weekend rotations.
• Maintains confidentiality of patient information in accordance with HIPAA.
• Performs other duties as assigned.

Remote Work Expectations

• This position is a remote role.
• Must maintain reliable internet, phone access, and a secure workspace.
• Occasional travel to office for training or meetings may be required.

Qualifications

• Medical Assistant (MA) with Intake experience preferred.
• High school diploma or equivalent required; associate’s degree in healthcare or related field preferred.
• 2–3 years of intake, scheduling, or healthcare office experience, preferably in home care or hospice.
• Strong knowledge of medical terminology and insurance verification.
• Proficiency in EMR systems (Preferred experience with Matrix and Ethizo), Microsoft Word, Excel, and general computer skills.
• Excellent communication, organizational, and customer service skills.
• Ability to work remotely with strong time-management and self-discipline skills.
• Must be detail-oriented, able to handle multiple tasks, and meet deadlines.