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. The role manages new client inquiries, gathers and documents intake information, coordinates admissions, provides exceptional customer service, and supports care coordination to ensure a seamless onboarding experience.

• 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, and medical details.
• Conduct initial intake assessments and pre‑qualify prospective clients based on service needs.
• 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.
• Monitor pending intakes and follow up on outstanding documentation to ensure timely admissions.
• Support Care Coordinators with client onboarding and caregiver coordination for new cases.
• Assist 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.

• Open to potential on‑call shifts as operational needs evolve.

• High school diploma or GED required.
• Nursing experience highly preferred.
• 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 preferred.
• Strong understanding of home care services, levels of care, and private pay services.
• Ability to identify potential clinical concerns and elevate appropriately.
• Excellent customer service, phone etiquette, and interpersonal communication skills.
• Strong organizational, multitasking, and time‑management skills.
• High attention to detail and accuracy in documentation.
• Ability to work efficiently in a fast‑paced environment.
• Experience using healthcare databases, CRM, EMR, or scheduling software.
• Well Sky CRM experience is a plus.
• Knowledge of HIPAA and patient privacy standards.
• Proficient in Microsoft Office and Google Workspace.