- Office in Alexandria
Schedule: Full Time – 80 hours/pay period – Monday to Friday – 8:00 a.m. to 5:00 p.m.
Location: Can work remote or in any of our Vivie HCBS office locations (must reside in MN, ND, or WI)
As a Clinical Intake Coordinator, you’ll ensure every client receives prompt, accurate, and compassionate service. This role is responsible for building strong referral partnerships, capturing high-quality client data, and supporting our home and community-based services. Your attention to detail and commitment to service will support timely care delivery, making you a critical part of Vivie’s client experience and operational excellence.
At Vivie, we value our people and offer a competitive pay range of $26.00/hr. to $29.33/hr. (hourly non-exempt) based on qualifications, experience, and location. Our comprehensive benefits package includes health coverage, flexible schedules, and professional growth opportunities.
Let’s grow together—apply now and discover the difference you can make at Vivie!
Vivie is an equal opportunity employer.
As a Clinical Intake Coordinator, you will:
- Manage End-to-End Referral Process – Receive and evaluate referrals from physicians, hospitals, and other sources. Review medical records and clinical documentation to assess service eligibility, request missing information as needed, and ensure timely, accurate data collection to support seamless handoff to clinical admissions or care teams.
- Nurture Referrals & Follow-Up – Maintain regular contact with patients, families, and referral sources to support and guide referrals through the pre-admission process. Monitor patient status (e.g., discharge plans, condition changes) to ensure alignment with admission criteria and readiness for care. Track pending referrals and coordinating with clinical teams to facilitate timely care initiation.
- Ensure Accurate Documentation & EMR Management – Collect, verify, and securely enter patient data into the EMR in alignment with HIPAA and organizational standards. Confirm that all intake documentation meets clinical, regulatory, and payer requirements to support eligibility and readiness for services.
- Foster Cross-Functional Collaboration – Partner with Sales and Outreach teams to share insights on referral trends, provider preferences, and emerging opportunities. Collaborate with operational teams to ensure smooth transitions into care and promote continuity across the patient journey.
- Serve as a Trusted First Point of Contact – Field and triage calls from prospective clients, families, and professionals with empathy and expertise. Provide clear guidance on available services, eligibility criteria, and the referral process, while acting as a clinical resource and partner to referral sources.
- Other Duties as Assigned – Contribute to continuous improvement by offering feedback on referral workflows and system efficiency. Participate in ongoing training and development to maintain clinical competence and stay current with regulatory standards. The responsibilities listed above represent the nature and scope of this role but are not all inclusive.
This job also requires:
- Licensed Practical Nurse (LPN) in Minnesota and North Dakota.
- Strong organizational skills with the ability to manage multiple priorities independently.
- Excellent attention to detail and data accuracy.
- Strong communication and customer service skills.
- Ability to pass state mandated background checks.
- Physical capability to perform all essential job functions.
- Ability to read, write, and speak English to ensure effective communication with team members, clients, and visitors.
Additional Details:
- Employment Type: Hourly, Non-Exempt
- Department: Administration
- Travel Requirements: No
- This role does not include supervisory responsibilities.
