Help At Home Team Coordinator

GENERAL DESCRIPTION: The Intake/Team Coordinator assists with providing coordination of the intake and scheduling process for the Help at Home program to ensure quality of care delivery in a fiscally responsible manner. Confers with Help at Home team in organizational initiatives regarding a centralized scheduling process, quality improvement, and client satisfaction.

DUTIES AND RESPONSIBILITIES:

• Schedule client services and maintain accurate, up-to-date schedules
• Coordinate new client intakes, including gathering required information, verifying service needs, and completing admission documentation
• Match clients with appropriate caregivers based on skills, availability, and client preferences
• Communicate new assignments, schedule updates, and changes to caregivers in a timely manner
• Manage daily schedule adjustments, including call-offs, shift changes, and urgent staffing needs
• Answer and triage incoming calls from clients, staff, and others
• Collaborate with staff and leadership to ensure continuity and quality of care
• Maintain ongoing communication with clients regarding services, satisfaction, and schedule changes
• Track and document staff availability and update scheduling systems accordingly
• Ensure all client and staff records are accurate, complete, and compliant
• Assist with caregiver onboarding coordination, including orientation
• Monitor and support retention efforts by maintaining consistent caregiver-client assignments
• Provide general clerical and administrative support, including filing, data entry, and reporting

Other Duties

• Participate in special projects and perform other duties as requested
• Keep a daily record of time worked per agency policies

Compliance

• Participate in quality improvement (QI) activities to positively impact performance on agency's overall outcomes

• Be active in promoting compliance to employees; assure staff is informed of compliance policies, and the application of policies to their function

Confidentiality

• Assure all staff/client information is kept confidential
• Dispose of all written information, with the exception of the employee's personnel file and the client's information properly when no longer needed
• Information about the client, their condition, and their care will not be discussed with other patients/clients, the public, or with other VNA staff in public places. Discussions should be respectful and related to direct patient/client care.

Staff Participation

• Attend and take part in applicable in-services. Complete required in-service hours in a timely manner.
• Follow team decisions in achieving agency objectives
• Foster atmosphere of teamwork and pride in providing agency services

Work Environment

• Keep work environment clean and orderly and in a sanitary condition
• Keep storage areas free from accumulation of material that constitutes hazards
• Present a professional personal appearance in accordance with established agency dress code, wear name badge

Infection Control

• Observe and follow all agency and regulatory guidelines for infection control in accordance with established policies and procedures.

QUALIFICATIONS:

Education, knowledge, licensure and certification

• High school diploma or GED required

• Home health, hospice, and/or private duty experience preferred

Experience

• Basic level knowledge of EMR (electronical medical records) and email functions

Behavior standards

• Strong communication and interpersonal skills that allow staff to foster relationships, build rapport and establish patient trust to produce positive patient outcomes and work environment for both internal and external customers
• Initiative to make independent decisions within scope of practice, licensure and/or policies and procedures of the agency
• Function as a member of an interdisciplinary health care team, committed to the team approach for patient/client care
• Represent the agency with honesty, integrity, loyalty, strong work habits and a professional demeanor
• Communicate effectively with patient/clients, families, physicians, health care providers and other community agencies
• Respond appropriately in stressful situations

• Ability to motivate and the ability to produce a positive work environment for both internal and external customers
• Ability to assess the strengths and weaknesses of applicants for positions in the organization based on applications, resumes and interview questions and responses
• Ability to collect, analyze and utilize a variety of data in program planning and evaluation and to recommend solutions to problems

Physical

• Ability to work over 8 hours per day and/or over 40 hours per week
• Walking, bending, kneeling, squatting, lifting, grasping, fine hand coordination in repetitive tasks and motions
• Ability to work with hands above the head or elbows above the shoulders
• Ability to work with adequate mobility of back, neck or wrist
• Ability to lift up to 25 pounds of weight

• Ability to assist patient/clients in body transfers from one location or position to another, utilizing proper body mechanics and appropriate equipment
• Ability to push or pull with 20 pounds of initial force

Working Conditions

• Employee may be exposed to infectious diseases
• Must have car available, valid driver's license and auto insurance as required by the state or ability to use public or private transportation to efficiently complete job duties

• Employee may be required to drive for job related duties