Client Care Coordinator

Client Care Coordinator Job description

• Perform general office duties, including word processing, filing, reception, and telephone support.
• Coordinate and schedule care services for clients within our servicing area, including Veterans receiving authorized home care services.
• Coordinate and process pre-employment background checks in compliance with applicable federal, state, and local laws.
• Schedule interviews for prospective employees with the appropriate supervisors.
• Verify that caregivers have completed all required employment, training, and compliance requirements before being assigned to clients.
• Maintain caregiver and client schedules, ensuring timely and accurate data entry.
• Enter, update, and maintain client and caregiver records in the agency database.
• Answer incoming telephone calls, greet visitors, and provide excellent customer service.
• Assist with new caregiver orientation and onboarding.
• Monitor daily telephony logs and make appropriate corrections to support accurate payroll and billing.
• Prepare and provide reports on caregiver staffing levels and scheduling needs for management.
• Communicate and reinforce company policies and procedures.
• Refer appropriate concerns or issues to the Office Manager or other designated supervisor.
• Build and maintain positive working relationships with clients, families, caregivers, applicants, referral sources, and team members.
• Maintain the confidentiality of employee and client information in accordance with company policies and applicable privacy laws.
• Demonstrate professionalism, dependability, and the ability to work independently with minimal supervision.
• Maintain reliable attendance and punctuality consistent with the essential functions of the position and applicable law.
• Coordinate care schedules with caregivers, clients, and family members to ensure continuity of care and timely coverage.
• Attend client care plan meetings to understand client needs and care preferences and assist in matching caregivers based on client needs, caregiver qualifications, and availability.
• Collaborate with the care team, clients, and families to ensure caregiver assignments support each client's care plan.
• Communicate schedule changes, care updates, and other relevant information promptly to caregivers, clients, and family members.
• Verify caregiver availability and maintain adequate staffing levels to meet client needs.
• Respond to caregiver call-offs and arrange replacement coverage to minimize service interruptions.
• Document client and caregiver communications accurately in the agency's scheduling system.
• Coordinate new client starts, caregiver introductions, and service transitions.
• Assist with after-hours and weekend scheduling as assigned.
• Support compliance with applicable home care regulations and company policies.
• Escalate client concerns, incidents, or complaints to the appropriate supervisor for follow-up.
• Perform other duties as assigned by management.

This position requires occasional weekend availability and flexibility to travel between our Tracy and Modesto office. Please apply only if you are available to work weekends and willing to travel to both locations. 

Required Knowledge, Skills, and Qualifications

• High school diploma or equivalent required; Associate's degree in Business Administration or a related field preferred.
• Minimum of two (2) years of administrative or office management experience, preferably in the home care or healthcare industry.
• Ability to successfully complete and maintain all required licensing, certifications, continuing education, background checks, drug and alcohol screening, Office of Inspector General (OIG) screening, health assessments, and any other employment requirements in accordance with federal, state, local regulations, and company policy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), scheduling software, and other home care industry applications.
• Strong verbal and written communication skills with the ability to interact professionally, diplomatically, and effectively with clients, families, caregivers, referral sources, and team members.
• Strong organizational, time management, and problem-solving skills with the ability to prioritize multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Must have reliable transportation and the ability to travel as needed for client visits and business-related activities.

Other Duties

This job description is intended to describe the general nature and essential responsibilities of this position. It is not intended to be a comprehensive list of all duties, responsibilities, or qualifications. Responsibilities may be modified, expanded, or reassigned at any time to meet the operational needs of the agency, with or without notice. Employees are expected to comply with all company policies, procedures, and standards, as they may be updated or revised from time to time.