Client Services Coordinator

ABOUT THIS ROLE

Access Healthcare PCA is a growing Las Vegas personal care agency. We are building a team that genuinely cares about the people we serve and the caregivers who serve them. This role is central to that mission.

The Client Services Coordinator is the primary point of contact between our agency, our clients, their families, and our payer partners. You are the person who makes a client feel seen and cared for from the very first conversation - and the person who makes sure the administrative infrastructure behind that care is airtight.

This role requires genuine warmth with clients and families, strong organizational discipline, and the ability to navigate multiple payer systems simultaneously. You will work alongside our Office Administrator who handles caregiver credentialing and compliance - your lane is the client side of the operation.

• Manage the full client intake process from initial inquiry to first day of service - for private pay, Clark County HHHA, PD waiver, FE waiver, and Medicaid clients
• Collect and verify all required intake documentation - service agreements, emergency contacts, physician orders, payer authorizations, and prior authorization requests
• Coordinate eligibility verification and authorization with MCOs, Nevada Medicaid, and Clark County Social Services
• Maintain complete and compliant client files - physical and digital - organized and audit-ready at all times
• Ensure every client has a current care plan and that the plan is reviewed and updated on the required schedule

• Serve as the primary point of contact for clients and their families - responsive, warm, and solutions-oriented
• Conduct intake calls and follow-up conversations with new clients to assess service needs, preferences, and concerns
• Address client concerns promptly and elevate to the Administrator when appropriate
• Conduct regular client satisfaction check-ins to ensure service quality and continuity
• Coordinate with families, physicians, discharge planners, and other healthcare partners as needed

• Serve as the operational liaison for Clark County Social Services - responsive, professional, and on top of every referral and requirement
• Manage the referral-to-placement process within the seven working day contractual window
• Ensure all Clark County documentation requirements are met.
• Own the monthly Clark County billing cycle and submit by the monthly deadline
• Monitor Quality Assurance survey outcomes and flag any unsatisfactory ratings to the Administrator immediately
• Maintain the 24-hour serious occurrence reporting protocol

• Manage private pay client invoicing - generate weekly invoices, track balances, and follow up on overdue accounts
• Coordinate Medicaid waiver billing - PD waiver and FE waiver - including prior authorizations, service logs, and claims submission
• Liaise with MCO care coordinators to confirm authorizations, report service delivery, and resolve claims issues
• Track all payer authorizations and their renewal dates - no client should ever be served without current authorization
• Support the Administrator where necessary, with budget summary comparison reports and other financial documentation

• Coordinate client scheduling with the Office Administrator to ensure appropriate caregiver matching and coverage
• Manage scheduling changes, cancellations, and coverage gaps - communicate proactively with clients and caregivers
• Ensure every shift has a confirmed caregiver with the right qualifications for the specific client
• Flag any scheduling issues that could affect Clark County compliance or client safety to the Administrator immediately

• Minimum 2 years of experience in a home care agency, personal care agency, or closely related healthcare coordination role
• Demonstrated experience managing client intake and coordination across at least one government or Medicaid-funded program
• Strong organizational skills — you build systems, maintain them, and hold yourself accountable to them without…