Client Care Coordinator

Visiting Angels - Zhanibek Zhumadil Parent; Gettysburg (Adams County); On-site; USD 55,000 - 70,000; Full time

Job summary

Visiting Angels Gettysburg seeks a Client Care Coordinator to manage client care quality, scheduling, intake, and caregiver support in the Adams County area.

You will start as an assistant with a fast track to Manager, handling inquiries, care coordination, timekeeping, and compliance to drive excellent client outcomes.

Responsibilities include assessments, care planning, scheduling, staff coaching, and ensuring audit-ready documentation with strong communication and empathy.

Qualifications

• Associate degree in a healthcare-related field preferred; 2+ years supervisory and scheduling experience in home care.
• Valid driver's license, reliable transportation, and state auto insurance; background checks and screenings required.
• Proficiency with scheduling software, CRM tools, databases, and Microsoft Office.
• Strong communication, time management, and conflict-resolution skills.

Responsibilities

• Inquiry & Lead Management: process referrals, communicate service details, complete intake docs, follow up on leads.
• Assessments & Care Planning: schedule and document in-home assessments and care plans; travel in local counties as needed.
• Scheduling & Roster Operations: build and maintain caregiver schedules; match shifts by skill; handle changes.
• Timekeeping, Billing & Payroll: monitor time records; counsel on tardiness and ensure payroll accuracy.
• Caregiver Support & Evaluations: conduct orientations; maintain employee files; participate in 90-day and annual reviews.
• Quality Assurance & Client Care: follow-up calls and home visits; gather feedback and maintain records.
• Administrative Reporting: prepare managerial reports and keep databases up to date.

Skills

Scheduling software

CRM tools

Databases

Microsoft Office

Education

Associate degree in healthcare-related field

Tools

Scheduling software

CRM systems

Timekeeping systems

Job description

Client Care Coordinator (Visiting Angels Gettysburg)

Classification: Exempt

Are you an organized, detail-oriented relationship builder who thrives on managing the moving parts of home care?

Visiting Angels Gettysburg is seeking a high-energy, growth-minded Client Care Coordinator to manage client care quality, handle scheduling operations, and support caregiver success.

In 2025, we received the Top 100 Leader in Experience Award, the highest recognition awarded by Activated Insights, which is only awarded to 100 home care businesses in North America. We are consistently recognized as an Employer of Choice, Provider of Choice, and Leader in Experience.

The Client Care Coordinator is responsible for assistance with the day-to-day operations, including but not limited to scheduling, maintaining compliance, managing, coaching, and counseling care staff, intakes, assessment, service planning, and establishing and managing the plan of care in accordance with the needs of the client and client satisfaction. This includes all administrative tasks affiliated with the above.

The Opportunity: Operations & Full-Cycle Care Coordination

You will start as an assistant, with a fast track to becoming a Manager, gradually taking ownership of the inquiries and intakes, care coordination, caregiver management, compliance, and scheduling process. From answering the initial inquiry call to pairing caregivers with clients and tracking time records, you ensure our standards of excellence are met at every touchpoint.

Key Responsibilities

• Inquiry & Lead Management: Receive and process incoming referrals and inquiries, communicate service details clearly to prospective clients, complete required intake documentation, and execute diligent follow-ups on pending leads.

• Assessments & Care Planning: Schedule, conduct, and document in-home assessments and supervisory visits (preferably while caregivers are present). Develop and update Plans of Care, ensuring services match client needs while communicating adjustments to the team. Regular travel in Adams, Franklin, and Cumberland Counties is expected.

• Scheduling & Roster Operations: Build and maintain computer schedules for new and existing cases. Match caregivers to shifts based on required skill levels, prioritize client-caregiver consistency, and handle day-to-day schedule changes seamlessly.

• Timekeeping, Billing & Payroll: Monitor daily time records and telephony logs. Counsel staff on tardiness and time-clock compliance, while making necessary system corrections to ensure accurate payroll and billing processing.

• Caregiver Support & Evaluations: Conduct new caregiver orientations, maintain complete employee files in the scheduling system, and participate in 90-day and annual staff evaluations.

• Quality Assurance & Client Care: Conduct regularly scheduled follow-up calls and home visits to collect client feedback, address issues, and maintain accurate documentation for all active and past clients in audit-ready paper folders.

• Administrative Reporting: Prepare managerial reports within required timelines and keep all database records up to date.

Qualifications

• Education & Experience: Associate degree in a healthcare-related field preferred, along with 2+ years of supervisory and scheduling experience in home care.

• Requirements: Valid driver's license, reliable transportation, and valid state-required auto insurance. Must successfully complete background checks, drug screenings, and ongoing compliance assessments.

• Technical Skills: High proficiency with scheduling software, CRM tools, databases, and Microsoft Office (Word, Excel, Outlook).

• Communication & Soft Skills: Ability to handle delicate situations with empathy, diplomacy, and professionalism. Exceptional time management and conflict-resolution skills.

• Organizational Ability: Self-motivated and detail-driven, with the ability to coordinate complex schedules, manage constant interruptions, and meet operational deadlines.

• Physical Capabilities: Ability to perform tasks involving sitting, standing, bending, stooping, walking, and lifting items up to 10 lbs.

EOE