Intake Coordinator: Home Care

Job Description

Job Description

The Client Services Coordinator plays a key role in supporting seamless transitions for new and existing clients receiving PCSP, HHA, and LPN/RN services. This position serves as a primary point of contact for referral sources, case managers, clients, and community partners, ensuring timely communication and coordination throughout the intake and admissions process.

The ideal candidate is relationship driven, outgoing, and possesses healthcare knowledge with the ability to recognize medically complex client needs and potential barriers to services. This role collaborates closely with CFI Case Managers, clinical staff, scheduling, hiring, and operations teams while supporting accurate documentation and efficient setup of services within Guardian’s EMR, HHAeXchange.

Intake Support & Referral Coordination

• Serve as a primary point of communication between Guardian Home Care of NH and external referral sources, including case managers, hospitals, facilities, community agencies, and healthcare partners.
• Receive, review, and communicate referral information promptly and accurately to the appropriate internal intake team members.
• Support intake and admissions coordination by ensuring smooth communication and timely handoffs between departments.
• Respond to referral source, client, and family inquiries in a timely, professional, and compassionate manner.
• Utilize clinical understanding and sound judgment to identify medically complex cases, urgent needs, service barriers, and potential concerns that may impact admissions or continuity of care.
• Communicate identified barriers, concerns, or urgent client needs to leadership and appropriate internal departments promptly.
• Maintain organized and accurate tracking of referrals, communications, pending items, and follow up activities.
• Assist in supporting timely client onboarding and admissions workflows while maintaining a high level of professionalism and customer service.
• Collaborate closely with Intake Coordinators, Scheduling, Clinical staff, Hiring, and Operations teams to support continuity of care and smooth admissions processes.

Community Outreach & Relationship Management

• Build and maintain strong professional relationships with case managers, referral agencies, and community partners.
• Conduct outreach to strengthen awareness of Guardian Home Care of NH and its services.
• Attend community events, meetings, and networking opportunities to maintain visibility and referral engagement.
• Identify new referral opportunities and partnership growth areas.
• Share community feedback, trends, and referral insights with leadership.
• Host or attend informational sessions, cultural events, town meetings, and local fairs to promote services offered by Guardian Home Care of NH.
• Representing Guardian Home Care of NH at community events, roundtables, and meetings when needed
• Work closely with the IntakeCoordinators to ensure a seamless transition from outreach to intake, supporting client onboarding, attending events and strengthening community partnerships.
• Identify new referral opportunities and cultivate relationships in the community.
• Provide feedback to the Business Development team on community needs, gaps in service, and marketing opportunities.
• Share updates, success stories, and leads with the Business Development team to help drive growth and community trust.

Requirements

• Bachelor’s degree in business administration, Healthcare Administration, Human Services, or a related field preferred
• Minimum of two years’ experience in healthcare/homecare or case management preferred
• Familiarity with HHAeXchange EMR or similar electronic medical record systems is a plus
• Strong organizational skills with ability to manage multiple tasks efficiently
• Excellent communication and interpersonal skills to work with clients, case managers, and internal staff
• Basic medical or clinical understanding preferred
• Proficiency in Microsoft Office Suite/Teams
• Ability to work independently and collaboratively in a fast-paced environment
• Strong attention to detail and accuracy in data entry and documentation

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Paid Time Off
• Mileage Reimbursement
• Flexible Scheduling