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