Outsourcing Advantage is actively seeking is seeking a highly organized and detail-oriented Intake & Reporting Specialist to support both the Intake and Administrative Reporting functions of the agency. The ideal candidate must have prior
home care intake experience
and be
highly proficient in Microsoft Excel
, with the ability to build, customize, and maintain complex reporting tools used by management and operations teams.
Intake & Referral Processing Responsibilities
- Process new referrals for Managed Long-Term Care (MLTC), Health Maintenance Organization (HMO), and Certified Home Health Agency (CHHA) cases across New York State
- Identify case type and eligibility via Electronic Provider Assisted Claim Entry System,(ePACES) and related systems
- Schedule New York Independent Assessor Program (NYIA) clinical assessments and follow up on pending or failed assessments
- Communicate with doctors, telehealth companies, and CHHAs to obtain required forms (e.g., M11Q, CHHA progress notes, Plan of Care (POC) forms)
- Navigate and process cases in clients software HHAeXchange, ensuring complete and compliant documentation
- Communicate promptly and professionally with insurance plans regarding authorizations, start of care (SOC)s, and service continuation
- Track pending cases, authorizations, and follow-ups daily to ensure timely activation
- Support the intake department in coordination with marketing and transition teams
Reporting & Analytics Responsibilities
- Serve as the primary reporting liaison and right-hand support to the Administrator
- Create, update, and maintain a full suite of custom operational reports, including:
- Referral tracking - by marketer, daily/weekly/monthly
- Start of Care (SOC) tracking - by marketer and case type
- Monthly roster and billing projections - based on authorizations and contract rates
- Weekly billing comparison reports - projected vs. actual billing
- Daily staffing change reports - new starts, discharges, temps, readmits, authorization changes
- Daily coordinator dashboards - calls, follow-ups, and pending items
- Weekly Electronic Visit Verification (EVV) compliance reports - identifying problematic caregivers by coordinator
- Retention tracking - daily and historical trends, including old discharges retained
- Caseload dashboards - for Intake, Transition, and Coordinators (daily)
- New cases assigned per day - to coordinators and intake reps
- SOC historical tracker - by date and program
- Unstaffed case tracking - cases open >7 days without coverage and reasons why
- New caregiver reports - daily/weekly/monthly by role (PCA, HHA, RN, LPN), tied vs. untied to cases
- Intake outreach timeliness - referrals reached within 24 hours vs. not reached (daily, weekly, monthly)
Requirements
Qualifications:
- Minimum Home Care Intake experience (required)
- Advanced Excel proficiency - including formulas, pivot tables, lookups, conditional formatting, and automation
- Proven ability to design and customize professional spreadsheets and dashboards
- Working knowledge of HHAeXchange (required)
- Familiarity with ePACES, NYIA, CHHA/MLTC processes, and home care documentation
- Strong written and verbal communication skills
- Exceptional organizational skills and the ability to manage multiple priorities with accuracy and speed
- Analytical mindset and ability to identify trends, issues, and opportunities through data
Preferred Skills:
- Experience producing reports for executive and compliance review
- Familiarity with Medicaid, MLTC, and CHHA regulatory timelines (SOC, POC, authorizations)
- Understanding of DOH documentation standards and managed care processes
*Hours
Full-time:*
Monday - Friday 9-5 EST
Benefits
- Competitive salary
- Opportunity to work on diverse and exciting projects
- Supportive and collaborative work environment
- Weekly payments
- Weekends off
- Welcome Bonus
- Performance Bonus
- Over-time Bonus
- Growth Opportunities
- Earn bonuses for getting your friends hired
- National holidays pay double the hourly rate