Home Care Intake Coordinator

Job Summary

We are looking for a dependable, compassionate, and detail-oriented Home Care Intake Coordinator to serve as the first point of contact for prospective clients, families, referral sources, and caregivers for our US-based home care operations. This role is responsible for managing new client inquiries, gathering and documenting intake information, coordinating admissions, providing exceptional customer service, and supporting care coordination to ensure a seamless onboarding experience. The Intake Coordinator also assists with administrative tasks and maintains accurate records while ensuring confidentiality and compliance with HIPAA standards.

Key Responsibilities

• Serve as the first point of contact for new client inquiries via phone and other communication channels
• Explain home care services, care options, pricing, and the intake process to prospective clients and families
• Gather, verify, and document client demographic information, care needs, medical history, and other required intake details
• Conduct initial intake assessments and pre-qualify prospective clients based on service needs
• Carefully coordinate new client admissions with Care Coordinators and the clinical team
• Maintain accurate client records and ensure all intake documentation is complete and entered into the agency's software system
• Accurately transfer calls to the appropriate department or staff member
• Document all call activity, referrals, client inquiries, and follow-up actions
• Communicate effectively with clients, family members, caregivers, referral sources, and office staff
• Maintain monitoring of pending intakes and follow up on outstanding documentation to ensure timely admissions
• Support Care Coordinators with client onboarding and caregiver coordination for new cases
• Afford assistance with scheduling adjustments when necessary to support new client starts
• Prepare intake, referral, and admissions reports as requested
• Escalate urgent client concerns or potential clinical issues to the appropriate supervisor
• Perform general administrative and office support duties as assigned
• Maintain confidentiality and comply with HIPAA guidelines at all times

Work Schedule / Shift Availability

Must be open to potential on-call shifts as operational needs evolve.

Qualifications (Preferred)

• A high school diploma or GED is required
• Nursing experience is highly preferred
• Minimum of 1–2 years of experience in home care, healthcare, medical office, patient intake, or client services
• Previous experience as an Intake Coordinator, Patient Coordinator, Medical Receptionist, or similar healthcare role is preferred
• A strong understanding of home care services, levels of care, and private pay services
• The ability to identify potential clinical concerns and escalate appropriately
• Excellent customer service, phone etiquette, and interpersonal communication skills
• Strong organizational, multitasking, and time-management skills
• A high attention to detail and accuracy in documentation
• The ability to work efficiently in a fast-paced environment
• Experience using healthcare databases, CRM, EMR, or scheduling software
• WellSky CRM experience is a plus
• Knowledge of HIPAA and patient privacy standards
• Proficiency in Microsoft Office and Google Workspace

Application Instructions (Important)

Attach your updated resume. Subject line must be formatted exactly as: Last Name, First Name – Home Care Intake Coordinator Only 10 application points will be accepted. Applications that do not follow these instructions will be disregarded.