Intake Coordinator

Job Description

Job Description Job Title: Intake Coordinator ***MUST HAVE HOME CARE INTAKE EXPERIENCE*** Job Type:

Full-Time Department:

Intake Reports To:

Director of Operations/Owner Position Summary The Intake Coordinator serves as the primary point of contact for new and existing clients, referral sources, and caregivers for a non-medical home care agency. This role is responsible for managing all aspects of the intake process, including answering inbound calls, gathering client information, verifying insurance or payer-source eligibility, scheduling services, and coordinating communication between clients, caregivers, and internal staff. The Intake Coordinator plays a critical role in ensuring timely service initiation, accurate documentation, and smooth daily operations. Key Responsibilities Intake & Client Coordination Answer incoming phone calls and respond to inquiries from prospective clients, families, referral sources, and staff in a professional and timely manner Complete intake for new clients, including collecting demographic, service, and payer information Enter and maintain accurate client data in the agency’s scheduling and/or electronic record system Communicate service details, start-of-care timelines, and expectations to clients and families Scheduling & Staffing Support Schedule caregiver visits based on client needs, caregiver availability, and agency guidelines Coordinate schedule changes, cancellations, and call-offs Communicate schedules, updates, and care-related information to personal care assistants and aides Assist with resolving scheduling conflicts and coverage gaps Insurance & Payor Verification Verify insurance eligibility and authorization requirements for non-medical home care services Obtain and track required documentation related to insurance, private pay, or waiver services Communicate coverage details and service limitations to clients and internal staff Caregiver & Internal Communication Serve as a liaison between clients, caregivers, and office staff Communicate client preferences, care instructions, and service updates to aides Escalate concerns, complaints, or service issues to management as appropriate Administrative & Compliance Support Maintain organized and accurate intake records and supporting documentation Ensure intake processes align with agency policies, procedures, and applicable regulations Assist with audits, reports, and administrative tasks as assigned Required Qualifications Minimum of 1–2 years of experience

as an Intake Coordinator or in an intake-related role within a

non-medical home care or personal care agency Prior experience handling intakes, scheduling, and client coordination in a home care setting Knowledge of non-skilled home care services, workflows, and terminology Experience verifying insurance or payer eligibility for home care services High school Diploma/GED Preferred Qualifications Experience with home care scheduling or electronic health record systems Strong understanding of private pay, waiver, or managed care processes College Degree Skills & Competencies Strong verbal and written communication skills Excellent organizational and multitasking abilities Customer-service oriented with a calm, professional demeanor Ability to handle high call volume and fast-paced environments Strong attention to detail and accuracy Ability to maintain confidentiality and professionalism at all times