Hybrid Intake & On-Call Scheduling Coordinator

Description

Vitale Nursing, Inc., a premier provider of private-duty nursing and caregiving services, is seeking a highly organized, proactive, and professional Hybrid Intake & On-Call Scheduling Coordinator to support client intake, staffing operations, and overall organizational workflow.

This full-time salaried role includes structured on-call responsibilities. The position requires in-person presence on Mondays and Fridays, and, as operationally necessary, remote work is permitted otherwise. The coordinator will serve as a primary point of contact for new client inquiries, urgent staffing needs, and real-time scheduling adjustments, including after-hours responsiveness.

This role is essential to maintaining Vitale Nursing’s concierge-level standard of care by ensuring timely communication with clients, families, clinical staff, and referral partners while upholding confidentiality, compliance, and professionalism.

• Manage all new client inquiries and referrals during business hours and after hours.
• Provide immediate follow‑up to prospective clients and referral sources.
• Coordinate assessments and onboarding in collaboration with clinical leadership.
• Maintain accurate and timely documentation within Alaya Care and internal systems.

• Oversee real‑time scheduling for private‑duty nursing and caregiving services.
• Manage urgent and last‑minute staffing needs to ensure uninterrupted care.
• Communicate effectively with nurses, caregivers, families, and internal leadership.
• Ensure compliance with company policies and service standards.

• Perform documentation and data entry in Alaya Care, Google Workspace, and other operational platforms.
• Other admin duties may be added.
• Assist with client‑related order coordination and logistics.
• Maintain organized records and operational tracking systems.

• Oversee management of company social media platforms (Instagram, Linked In, Tik Tok).
• Assist with the development and distribution of the monthly newsletter.
• Support professional brand presence and client engagement initiatives.

• 2–5 years of experience in healthcare coordination, home‑care operations, staffing, or administrative leadership preferred.
• Strong organizational and multitasking abilities, with the capacity to prioritize in high‑pressure situations.
• Excellent written and verbal communication skills.
• Demonstrated ability to respond promptly and professionally in urgent or time‑sensitive situations.
• Proficiency in EMR systems (Alaya Care preferred), Google Workspace, and digital communication platforms.
• High level of discretion, reliability, and commitment to confidentiality.
• Ability to work independently while maintaining close collaboration with leadership.
• Must be able to lift 50lbs.

• Full‑time, on‑call, salaried position.
• Hybrid schedule: in‑person on Mondays, Wednesdays, and Fridays, and as operationally required; remote flexibility otherwise.
• Includes structured on‑call responsibilities for intake and urgent scheduling support.
• Must maintain availability to respond promptly to new patient inquiries and staffing needs, including after‑hours coverage.
• A company computer and phone will be provided.

$58,000 – $65,000, commensurate with experience, healthcare operations background, and demonstrated capability.

Eligible for a performance‑based bonus tied to operational and growth metrics, which may include:

• Timely response and conversion rate of new client inquiries
• Scheduling efficiency and reduction of coverage gaps
• Client and caregiver satisfaction metrics
  
  Documentation accuracy and compliance
• Contribution to census growth and retention
• Social media engagement and brand visibility benchmarks

Bonus structure and payout frequency will be defined upon hire, with performance evaluated quarterly or annually.

Vitale Nursing, Inc. seeks a dedicated professional who is responsive, detail‑oriented, and committed to delivering an exceptional client experience through operational excellence.