Home Care Intake Coordinator

Job Summary

We seek a reliable, empathetic, and meticulous Home Care Intake Coordinator to be the initial contact for potential clients, families, referral sources, and caregivers in our US-based home care services. This position involves managing inquiries, collecting and recording intake data, coordinating admissions, delivering exceptional customer service, and assisting in care coordination to ensure a smooth onboarding process. The role also entails administrative duties while strict confidentiality and HIPAA compliance are maintained.

Key Responsibilities

• Act as the primary contact for new client inquiries through phone and other communication means.
• Provide clear explanations of home care services, available care options, pricing, and intake procedures to prospective clients and their families.
• Collect, verify, and accurately record client demographics, care requirements, medical history, and other necessary intake details.
• Perform initial intake assessments and pre-qualify candidates based on their care needs.
• Coordinate admissions with Care Coordinators and clinical teams.
• Maintain up-to-date client documentation within the agency's software system.
• Transfer calls appropriately and document all call activities, referrals, inquiries, and follow-ups.
• Maintain communication with clients, families, caregivers, referral sources, and staff.
• Track pending intakes and follow up on missing information to facilitate timely admissions.
• Support Care Coordinators in onboarding and caregiver arrangements for new cases.
• Assist with scheduling changes to accommodate new client starts.
• Generate intake, referral, and admissions reports upon request.
• Escalate urgent client or clinical concerns to supervisors promptly.
• Perform general administrative tasks as assigned.
• Ensure confidentiality and compliance with HIPAA at all times.
• Be prepared for potential on-call shift work as operational needs require.

Qualifications

• High school diploma or GED is mandatory.
• Nursing background is greatly preferred.
• 1 to 2 years minimum experience in home care, healthcare, medical office, patient intake, or client services roles preferred.
• Previous roles such as Intake Coordinator, Patient Coordinator, Medical Receptionist, or similar healthcare positions are advantageous.
• Solid knowledge of home care services, care levels, and private pay options.
• Ability to detect possible clinical issues and handle appropriate escalation.
• Exceptional customer service skills, professional phone manner, and strong interpersonal communication.
• Excellent organizational, multitasking, and time management capabilities.
• Strong attention to detail with precise documentation skills.
• Capability to perform well in a demanding, fast-paced setting.
• Experience with healthcare databases, CRM systems, EMR software, or scheduling applications; familiarity with WellSky CRM is a plus.
• Understanding of HIPAA regulations and patient privacy standards.
• Proficient in Microsoft Office and Google Workspace.

Application Instructions

• Submit an updated resume with your application.
• Use the subject line format exactly: Last Name, First Name – Home Care Intake Coordinator.
• Only the first 10 applications will be reviewed.
• Applications failing to meet these requirements will be disregarded.