Office Coordinator - Beck N Call Home Care

Job Description

Job Description

Part-Time Home Care Office Coordinator Company: Beck N Call Homecare
Position: Home Care Office Coordinator
Job Type: Part-Time
Location: Shelton, CT
Schedule: Flexible schedule with availability to respond to urgent staffing and scheduling needs

About Beck N Call Homecare

Beck N Call Homecare is dedicated to providing dependable, compassionate, and high-quality in-home care to individuals and families throughout Connecticut. We are looking for an organized, proactive, and dependable Part-Time Home Care Office Coordinator to help manage the day-to-day coordination of our clients, caregivers, schedules, payroll, and referral relationships.

This is an important role within our agency. The ideal candidate is someone who can stay calm under pressure, communicate professionally, solve problems quickly, and make sure our clients receive the care they need without interruption.

Key Responsibilities

• Coordinate caregiver schedules and ensure all client shifts are properly staffed.
• Quickly find caregiver coverage for last-minute call-outs, emergencies, schedule changes, and open shifts.
• Staff newly admitted clients in a timely manner by matching caregivers based on availability, location, experience, client needs, and preferences.
• Complete and coordinate the onboarding process for new clients.
• Assist with caregiver onboarding, including collecting required documentation and ensuring onboarding requirements are completed before caregivers begin working.
• Enter, confirm, review, and maintain client and caregiver schedules in Sandata .
• Update Sandata schedules throughout the day as changes, cancellations, replacements, or new shifts occur.
• Monitor schedules to identify uncovered shifts, missed visits, late arrivals, scheduling conflicts, or other concerns requiring immediate attention.
• Communicate regularly with clients, families, caregivers, case managers, and office leadership regarding schedule changes and service needs.
• Respond professionally and promptly to client or caregiver concerns and work toward appropriate solutions.
• Follow up with clients to ensure services are running smoothly and address any service-related concerns.
• Maintain accurate client and caregiver records, notes, contact information, schedules, and documentation.
• Assist with reviewing caregiver timekeeping and Electronic Visit Verification information before payroll processing.
• Run and assist with payroll processing through ADP , including reviewing hours for accuracy and resolving discrepancies before submission.
• Communicate with caregivers regarding missing punches, incorrect hours, scheduling questions, or payroll-related issues.
• Conduct outreach to case workers, case managers, social workers, discharge planners, referral partners, and community organizations to develop relationships and generate new client referrals.
• Follow up on prospective client referrals and help move referrals through the intake and onboarding process.
• Coordinate communication between referral sources, clients, caregivers, and management during new client admissions.
• Help maintain caregiver availability and identify caregivers who are available for additional hours or new assignments.
• Assist with caregiver recruitment efforts when additional staffing is needed.
• Maintain confidentiality of client, caregiver, payroll, and company information and follow HIPAA and agency privacy requirements.
• Track expiring caregiver documents and communicate with caregivers when updated documentation is needed.
• Document client complaints, incidents, caregiver concerns, and scheduling issues, and escalate serious concerns to management when appropriate.
• Participate in office administrative duties, phone calls, follow-ups, data entry, filing, and other operational tasks as needed.
• Support the management team with improving scheduling, caregiver retention, client satisfaction, and overall office operations.

Qualifications

• Previous experience in home care, healthcare staffing, scheduling, customer service, office coordination, or healthcare administration is strongly preferred.
• Experience working with caregivers, home health aides, personal care assistants, CNAs, or similar healthcare staff is a plus.
• Experience with Sandata or another Electronic Visit Verification/scheduling system is preferred.
• Experience with ADP payroll is preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to handle multiple priorities and frequent schedule changes.
• Strong problem-solving skills and the ability to make decisions quickly when urgent staffing situations arise.
• Comfortable making and receiving a high volume of phone calls and text communications.
• Ability to communicate professionally with clients, families, caregivers, case managers, and referral partners.
• Strong attention to detail, especially when handling schedules, payroll, client information, and caregiver documentation.
• Comfortable using computers, email, scheduling software, spreadsheets, and office systems.
• Dependable, responsive, professional, and able to maintain confidentiality.
• Ability to work independently while also communicating closely with management.

The Ideal Candidate

We are looking for someone proactive rather than reactive . In home care, schedules can change quickly. A caregiver may call out at the last minute, a new client may need services to begin immediately, or a family may need assistance resolving an unexpected issue.

The right person will take ownership of these situations, communicate clearly, find solutions, follow through, and make sure both the client and caregiver feel supported.

You should be comfortable working in a fast-paced environment where priorities can change throughout the day.

Why Join Beck N Call Homecare?

At Beck N Call Homecare, you will play an important role in helping individuals remain safely and comfortably in their homes. This position offers the opportunity to work directly with clients, caregivers, referral partners, and agency leadership while contributing to the continued growth of our organization.

We are looking for someone who wants to become an important part of our team and help us provide responsive, reliable, and compassionate home care throughout Connecticut.

Beck N Call Homecare is an Equal Opportunity Employer.