Home Medical Equipment Intake Specialist

DCH Health System
Job Description


The intake specialist is responsible for obtaining accurate information for each home medical equipment referral/order received based on the payers’ guidelines and specified criteria.  The intake specialist will utilize the information listed in the Medicare Supplier Manual, the Local Coverage of Determination, the Articles and the Program Integrity Manual to determine the appropriate data to be collected and to insure that all coverage and billing criteria is met.  The intake specialist will determine when an Advance Beneficiary Determination is needed and will discuss all payment criteria with the patient prior to delivery.  Major responsibilities includes management of all equipment referrals, obtaining physician orders and certificates of medical necessity, verifying insurance and coverage criteria, gathering medical documentation to demonstrate medical necessity and initiation of an Advance Beneficiary Notice when appropriate. The intake specialist will provide requested additional documentation needed by CMS and work well with the other staff. 


  1. Meets with patients to review HME needs.
  2. Reviews and monitors all home medical equipment referrals.
  3. Reviews the Local Determinations of Coverage via the CGS Website to insure all items are issued to patients in accordance with the established guidelines.
  4. Insures that all medical documentation that is required to establish medical necessity or to meet payer criteria is printed and readily available in the patient’s medical record prior to billing and that the data covers the time period leading up to the request of the medical equipment.
  5. Insures that all medical documentation is appropriately signed, dated and authenticated. Initiates the appropriate attestation paperwork if information is not signed and dated according to the Program Integrity Manual.
  6. Performs data entry of patient information into the HME software
  7. Performs verification of the patient’s health insurance coverage for the requested items
  8. Completes the insurance verification form accurately and discusses with patient prior to delivery.
  9. Monitors all physician orders insuring that the orders are timely, properly signed and dated as required by the Supplier Manual.
  10. Contacts patients at specific intervals to assess usage of supplies and equipment.  Offers suggestions as appropriate to patient’s comments and responses.  Properly documents all contact.
  11. Responsible for maintaining equipment guarantees/warranties. 
  12. Updates Manager on inventory count weekly for equipment and supply needs.
  13. Verifies insurance, interprets coverage and calculates amount due by patient. 
  14. Processes claims and generates bills for equipment issued to patients.  Insuring that all monies owed are collected.
  15. Provides troubleshooting techniques to patients on equipment. 
  16. Cleans equipment and insures that maintenance is completed and updated in the HME software system. 
  17. Responsible for managing equipment repairs back to the manufacturer which involves gathering return authorization and packaging. 
  18. Responds to patient calls and routes them appropriately, according to degree of urgency. 
  19. Performs data entry of patient information into the HME software
  20. Performs verification of the patient’s health insurance coverage for the requested items
  21. Generates and tracks all Certificates of Medical Necessity (CMN) insuring timely signature by the Physician, as required, according to guidelines. 
  22. Initiates and completes Advance Beneficiary Notices when appropriate.
  23. Updates manager on problems and process improvement in regards to referrals and billing
  24. Assists in the coordination of deliveries, insuring that the patient receives the equipment as promised. 
  25. Works well with the team on phone calls and walk-ins and patient equipment needs.
  26. Rotates in departmental on-call coverage.

      DCH Standards:

  • Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
  • Performs compliance requirements as outlined in the Employee Handbook
  • Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
  • Requires use of electronic mail, time and attendance software, learning management software and intranet.
  • Must adhere to all DCH Health System policies and procedures.
  • All other duties as assigned.


High School Diploma or GED degree required. CPAP and/or respiratory experience preferred. 20 wpm typing required. Must be proficient in the use of Microsoft Office, including Excel and Word.  Excellent customer service and organizational skills required.  Needs to be self-directed and able to prioritize.  Able to perform in a fast-paced environment.  Must be able to read, write legibly, speak, and comprehend English

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