Intake co0rdinatorAlternate administrator private duty home care

Benefits: Bonus based on performance Competitive salary Intake & Operations Coordinator / Alternate Administrator Milenis Home Care Location: West Palm Beach, FL Job Type: Full-Time Schedule: 40 hours per week, Monday–Friday, with flexibility for urgent operational needs Pay: $30.00 per hour Performance Bonus: Up to $2,000 per quarter based on completed client admissions Potential Annual Compensation: Up to approximately $70,400 About Milenis Home Care Milenis Home Care is a growing private-duty home care company serving families throughout Palm Beach, Martin, St. Lucie, and Indian River counties. Our mission is to help individuals stay longer and live better in the place they feel safest—their own home—through compassionate caregivers, holistic wellness, and smart innovation. We provide personalized non-medical home care through several divisions, including: Adult & Senior Care Pediatric Care Postpartum Care Luxury Home & Private Estate Care Our culture is built around Compassion, Safety, Excellence, Reliability, and Human Connection. We are looking for an experienced, highly organized, technologically skilled, warm, and dependable professional who can help lead our daily office operations while providing an exceptional experience to clients, families, caregivers, and referral partners. Position Summary The Intake & Operations Coordinator / Alternate Administrator is a key operational position within Milenis Home Care. This individual will manage and coordinate multiple aspects of the agency's daily operations, including: Client intake Client admissions Scheduling Caregiver recruiting Caregiver coordination Billing and payroll preparation Client and family communication Office administration Daily operational planning Documentation and compliance Referral coordination Alternate Administrator coverage when needed This is not simply a receptionist or administrative assistant position. We are looking for someone who understands the fast-moving environment of private-duty home care and can confidently manage multiple responsibilities while remaining warm, responsive, professional, and solution-oriented. The person in this position will often be one of the first Milenis representatives a prospective client or family speaks with. Our expectation is simple: Answer quickly. Listen carefully. Build trust. Find solutions. Follow through. Client Intake & Admissions The Intake & Operations Coordinator will: Answer incoming client calls, website inquiries, emails, and referral inquiries promptly and professionally. Speak compassionately with prospective clients and family members. Identify the client's immediate care needs. Collect complete demographic, contact, scheduling, service, and payer information. Explain Milenis Home Care services and service options clearly. Explain applicable pricing and minimum service requirements. Determine the urgency of each inquiry. Schedule client assessments promptly. Coordinate assessments with the RN Supervisor when appropriate. Follow prospective clients consistently until they make a decision. Maintain communication with families throughout the intake process. Coordinate completion of admission documents. Coordinate the start of care with nursing, scheduling, caregivers, and management. Confirm start dates, schedules, caregiver assignments, and service expectations with families. Track every lead from first inquiry through admission or closure. Document the reason when a prospective client does not start services. Conduct follow-up after care begins to help ensure client satisfaction. Scheduling & Caregiver Coordination The employee will play a major role in maintaining reliable client coverage. Responsibilities include: Create and maintain caregiver schedules. Match caregivers to clients based on client needs, caregiver skills, experience, availability, geographic location, personality, and care-plan requirements. Fill open shifts promptly. Coordinate new client staffing. Handle caregiver call-outs. Find replacements when caregivers become unavailable. Manage late arrivals and schedule changes. Communicate scheduling changes promptly to clients and caregivers. Maintain adequate caregiver coverage. Monitor caregiver availability. Track caregivers who are available but not currently assigned. Coordinate urgent and same-day staffing needs. Monitor schedules for potential overtime. Help avoid unnecessary overtime whenever operationally appropriate. Ensure caregivers are scheduled according to approved client hours. Maintain accurate scheduling information in the company's EMR. Escalate unresolved staffing problems to management. Caregiver Recruiting The Intake & Operations Coordinator will help maintain a strong and dependable caregiver workforce. Responsibilities include: Review caregiver applications. Identify qualified applicants. Conduct initial telephone screening. Contact selected applicants promptly. Schedule interviews. Coordinate onboarding appointments. Track candidates throughout the recruitment process. Follow up regarding missing employment documents. Coordinate background screening and other required employment documentation. Assist with caregiver onboarding. Coordinate orientation and training schedules. Maintain organized applicant and employee records. Monitor caregiver staffing levels by geographic service area. Identify areas where additional caregivers need to be recruited. Maintain communication with qualified caregivers waiting for client assignments. Help ensure Milenis maintains an adequate caregiver pool before new clients are admitted. Billing & Payroll Support The position will provide operational support for billing and payroll preparation. Responsibilities include: Review caregiver clock-in and clock-out records. Identify missing, incorrect, or incomplete time entries. Compare scheduled hours with actual hours worked. Verify client service hours before billing. Verify required documentation before invoices are prepared. Assist with preparation and review of client invoices. Communicate billing questions to management. Follow up regarding outstanding documentation affecting billing. Assist with tracking client payments and outstanding balances. Prepare accurate caregiver time information for payroll processing. Report payroll or billing discrepancies promptly. Maintain accurate billing-related records. Work closely with management to reduce billing errors and missed billable hours. Client & Family Communication Excellent communication is an essential requirement of this position. The Intake & Operations Coordinator will: Answer telephone calls warmly and professionally. Return calls and messages promptly. Respond to client and family questions. Listen carefully to concerns. Build positive relationships with clients and families. Communicate scheduling changes. Help resolve routine service concerns. Document complaints appropriately.Escalate clinical concerns to the RN Supervisor.", " Escalate serious operational concerns to management.", " Maintain professional boundaries while developing genuine relationships with clients.", " Help families feel heard, respected, and supported.",

• ,
• A family should finish a conversation with this employee feeling:
• ,
• “Someone listened to me. Someone understands what I need. Someone is going to follow through.”
• ,
• Daily Operations & Planning ",
• This employee will help coordinate the daily operational rhythm of the agency.
• ,

" Responsibilities include:

• ,
• ",
• Review the daily client schedule.
• ,
• Verify caregiver coverage.
• ,

... (continued in similar format) ... #J-18808-Ljbffr Milenis Home Care