O-11-920 Intake Task Division Tipsheet and FAQs
🎯 PURPOSE
This process outlines which Intake tasks are the responsibility of Branch Intake (ie. Intake Coordinator), and which tasks are the responsibility of the Clinical Intake team. It also provides some common FAQ Q&As related to position responsibilities.
🔄 PROCESS
Basic Info Tab:
Branch Intake- All sections
Centralized Clinical Intake- N/A
Demographics Tab
Branch Intake- All sections
Centralized Clinical Intake- N/A
Referral Source Tab
Branch Intake- Referral Information section, Care Type section,
Centralized Intake- Care Type if Communicable disease is present such as COVID, C-diff, MRSA, Tuberculosis, or Shingles.
Payor Sources Tab
Branch Intake- All sections
Centralized Clinical Intake- N/A
Physician Tab
Branch Intake- Physician section (in addition to provider verification coordination note)
Centralized Clinical Intake- F2F Encounter section
Diagnosis Tab
Branch Intake- Diagnosis section, enter unknown diagnosis only
Centralized Clinical Intake- Diagnosis section entry along with validation of billable PFOC
Scheduling Tab
Branch Intake- Evaluation visits section
Centralized Clinical Intake- N/A
Clinical Tab
Branch Intake- Case Manager & Team Members section, Vaccination History section, Family Link section, Inpatient Event section (if the inpatient DC date was unknown at time of Centralized Intake review and completion of workflow task).
Centralized Clinical Intake- Inpatient Events section
Coordination Notes
Intake Coordination Note: Required for all charts- initiated by branch Intake Coordinator or Centralized Clinical Intake and edited or completed as needed by both branch Intake Coordinator and Centralized Clinical Intake.
Provider Verification Coordination Note-: Required for all charts- Initiated and completed by branch Intake Coordinator.
Clinical Comment Intake Note: Required for all charts- Initiated by branch Intake Coordinator, completed as directed by both branch Intake and Centralized Clinical Intake.
POA/Legal Representative Coordination Note: As needed - Initiated and completed by branch Intake Coordinator.
Interpreter Coordination Note: As needed - Initiated and completed by branch Intake Coordinator.
FAQ's
Q. Are both positions responsible for reaching out to the AM (Area Manager) for incomplete referral? And if so, how does the follow up look?
A. Both positions are responsible for notifying the AM dependent on the workflow stage and who owns that stage. Then the AM is responsible for the delegation and ownership, so if they need someone to do something, they need to specifically ask them and this should be documented in the note in the follow up section.
Q. Communicable Diseases- Who is responsible for completing the coord note, and care types, and determining PPE requirements for conditions like COVID, C-diff, MRSA, Tuberculosis, and Shingles?
A. Any one of the branch intake or Centralized Clinical Intake team members can identify that we have a communicable disease requiring special attention. However, it is Centralized Clinical Intake's responsibility for the completion of the coord note, verification of the care type and determining the need for PPE, which would all need to also be called out in the Clinical Comment Intake note to set the admitting clinician up for success. If Centralized Clinical Intake needs to source the Clinical Supervisor or Area Manager to determine exactly how the branch handles things like PPE that is appropriate.
Q. Specialized Clinical Cases- Who is responsible for owning and obtaining necessary clinical information for infusion, wound care, and catheter clients?
A. Centralized Clinical Intake is responsible for obtaining the necessary clinical information for specialized clinical cases such as infusion, wounds or catheter care, which would all need to also be called out in the Clinical Comment Intake note to set the admitting clinician up for success. Centralized Clinical Intake may need to source the Clinical Supervisor or Area Manager to determine who a branch typically partners with for things like infusion when a referral partner is not identified.
📅 Effective: 10/23/2026 | 🛠️ Revised: | ✅ Approved: AM