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About the Role

The Private Pay Intake Coordinator manages the intake process for prospective private pay clients, educating them on services, assessing needs, coordinating admissions, and ensuring a seamless transition into care. This role serves as a primary point of contact, requiring strong customer service and organizational skills to convert inquiries into active cases while ensuring a positive client experience.

Responsibilities

• Responds to private pay inquiries from prospective clients, families, and community referral sources.
• Conducts initial client intake conversations to gather demographic, service, and care-related information.
• Educates prospective clients and families regarding available home care services, scheduling options, and private pay processes.
• Coordinates service agreements, required documentation, and client onboarding requirements.
• Collaborates with scheduling and operations teams to ensure timely placement of caregivers based on client needs.
• Communicates with clients and families regarding status updates, service timelines, and next steps.
• Maintains accurate records of inquiries, admissions, client information, and intake activities.
• Tracks and follows up with prospective clients to support conversion from inquiry to active case.
• Builds and maintains relationships with community partners, referral sources, and potential private pay clients.
• Documents and reports changes in client status, service requirements, caregiver assignments, and any concerns impacting service delivery.
• Works collaboratively with internal teams to ensure a smooth transition from intake to ongoing care management.
• Maintains confidentiality and compliance with HIPAA regulations and company policies.
• Uses time efficiently while managing competing priorities.
• Works in a fast-paced environment with strong multitasking abilities.
• Utilizes smartphones, tablets, laptops, electronic health record systems, and other technology platforms.
• Provides timely follow-up and excellent customer service.

Requirements

• Working knowledge of NYS Home Care operations and private pay services.
• 3-5 years of experience in a home care, private duty, healthcare, or client services environment preferred.
• Experience with intake coordination, admissions, sales, or customer relationship management preferred.
• Excellent organizational and time-management skills.
• Strong communication, interpersonal, and relationship-building skills.
• Strong customer service background with the ability to work with clients and families during sensitive situations.
• Ability to assess client needs and provide appropriate service recommendations.
• Strong attention to detail with problem-solving and decision-making abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Technically savvy – proficient in the use of smartphones, tablets, laptops, electronic health record systems, and other technology platforms.
• Exceptional communication skills with demonstrated ability to provide timely follow-up and excellent customer service.

Skills

• Customer service
• Relationship-building
• Organizational skills
• Time-management
• Communication
• Interpersonal skills
• Problem-solving
• Decision-making
• Multitasking
• HIPAA compliance

Experience Level

• 3-5 years of experience

Education Level

• Bachelor’s degree preferred

Salary/Compensations

• $62,000.00 - $72,000.00 per year

Benefits

• 401(k)
• Health Insurance
• Dental/Vision
• Aflac
• Paid time off

About the Company

• It's fun to work in a company where people truly BELIEVE in what they're doing!
• We're committed to bringing passion and customer focus to the business.
• If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

Equal Opportunity

• Always Compassionate Home Care provides equal opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or any other non-merit based factors protected federal, state, or local law.
• All employment related decisions are based solely on relevant criteria including experience and suitability.
• If you require assistance to fill out this application form or during any phase of the job application process, please notify the person who gave you this form or Always Compassionate Home Care’s Human Resources Department and every reasonable effort will be made to accommodate your needs in a timely manner in accordance with federal, state, and/or local law.