Homecare Coordinator

Home Care Coordinator

The Home Care Coordinator plays a key administrative and operational role within the OLTL Division of iHomeCare Solutions. This position ensures efficient client intake, compliance with 55 Pa. Code Chapter 51, accurate scheduling, and seamless communication between clients, caregivers, and agency leadership. In addition to administrative duties, the Home Care Coordinator serves as a professional representative of the agency in the communityattending meetings, coordinating referrals, and supporting client acquisition through relationship building with facilities and referral partners.

Essential Duties & Responsibilities

Client Coordination & Intake

• Schedule and manage all new client intakes under the OLTL Division.
• Coordinate service start dates and required documentation with the Director of Operations.
• Ensure all client admission paperwork is completed, reviewed, and filed in compliance with Chapter 51 regulations.
• Maintain accurate and current client records, physician orders, and service plans.
• Manage client supply orders, deliveries, and inventory tracking.
• Maintain consistent communication with clients and families regarding service updates and scheduling changes.

Staff Coordination & Scheduling

• Create and maintain client schedules to ensure continuous service coverage.
• Monitor caregiver attendance, call-offs, and schedule adjustments, maintaining minimal service disruptions.
• Maintain employee rosters, availability, and required documentation in agency systems.
• Assist with the onboarding and credential tracking of new caregivers as needed.

Compliance & Documentation

• Conduct regular file audits to ensure full compliance with 55 Pa. Code Chapter 51 and agency policy.
• Track expirations for required employee documents (physical exams, TB tests, CPR/FA certifications, etc.).
• Maintain secure and organized client and employee records in both physical and electronic formats.
• Support survey readiness efforts by ensuring all compliance documentation is up to date and easily accessible.
• Report and assist with any corrective action plans related to compliance findings.

Office Operations

• Answer incoming calls and provide professional, customer-focused communication to clients, caregivers, and partners.
• Assist with correspondence, data entry, and record keeping tasks to support daily operations.
• Coordinate supply management and administrative support tasks as directed by the Office Manager.
• Maintain confidentiality and adhere to HIPAA standards at all times.

Community Outreach & Client Development

• Represent iHomeCare Solutions at community events, healthcare facilities, and professional meetings to promote agency services.
• Coordinate and attend client intake meetings at hospitals, nursing homes, apartment complexes, and assisted living facilities.
• Develop and maintain relationships with service coordinators, discharge planners, and community partners to increase referral flow.
• Prepare and distribute marketing materials consistent with agency branding and compliance standards.
• Maintain accurate records of outreach efforts and provide monthly updates to management regarding client development activity.
• Collaborate with the Director of Operations to identify potential areas for service growth and partnership opportunities.

Field Responsibilities (1 Day Weekly)

• Conduct home visits to assess service quality, client satisfaction, and caregiver performance.
• Complete and submit Home Visit Reports with follow-up actions as necessary.
• Deliver supplies or documentation to client homes when needed.
• Provide support to caregivers in the field through coaching, communication, and training reinforcement.

Qualifications

Minimum of 2 years' experience in home care, human services, or healthcare administration.

Working knowledge of OLTL and Chapter 51 regulations preferred.

Strong organizational, time management, and communication skills.

Proficiency in Microsoft Office Suite and Google Workspace.

Professional and courteous demeanor with the ability to multitask in a fast-paced environment.

Valid driver's license and reliable transportation required.

High school diploma required; Associate's or Bachelor's degree preferred.

Core Competencies

Accountability: Takes ownership of results and follows through on commitments.

Compliance Awareness: Understands and applies regulatory requirements accurately.

Professionalism: Maintains a polished and respectful demeanor in all interactions.

Adaptability: Responds effectively to changes in schedules, priorities, and client needs.

Communication: Delivers clear, concise, and professional correspondence both in writing and verbally.

Integrity: Upholds confidentiality and ethical standards at all times.

Performance Metrics

100% completion of compliant client and employee files.

New client intake completed within 3 business days of referral.

Service coverage rate maintained at or above 98%.

Positive feedback from clients and caregivers on quarterly reviews.

Demonstrated growth in community partnerships and referral relationships.