Client Care Coordinator

Activate Your Influence LLC; Lancaster (Lancaster County); On-site; USD 54,443,000 - 57,308,000; Full time

Benefits offered by this job

Starting pay $19–$20 per hour

Guaranteed 40 hours per week

Quarterly bonuses (avg. $1,000/quart)

Job summary

Activate Your Influence LLC seeks a Client Care Coordinator to oversee clients, train caregivers, and ensure regulatory compliance. The role includes in-home visits, ISP alignment, and coordination with the Director of Client Services.

The position emphasizes exceptional organization, communication with families, and safeguarding participant rights while maintaining PA licensing standards. Located in Lancaster, PA, with caseload in surrounding towns.

Qualifications

• Experience in home care, personal care services, direct support, or healthcare.
• Knowledge of ISP-based services, care plan management, and PA regulatory standards.
• Valid driver’s license and reliable transportation.
• Proficiency with WellSky, HCSIS, Microsoft Office, and Google Workspace.

Responsibilities

• Conduct client/participant evaluations and reassessments.
• Perform supervisory visits, quality assurance visits, and in-home monitoring.
• Update client care plans and support ISP implementation.
• Participate in ISP and interdisciplinary team meetings as assigned.
• Maintain ongoing communication with prospects, clients, families, and caregivers.
• Monitor service delivery to ensure alignment with authorizations and care plans.
• Ensure services comply with waiver requirements, licensing regulations, and agency policies.
• Monitor participant rights compliance and safety concerns.
• Complete mandated reporting and incident reporting per regulations.
• Maintain documentation per licensing standards.
• Provide hands-on caregiver orientation and annual competency support.
• Conduct annual care plan and ISP reviews for assigned clients.
• Serve as clinical/resource contact for caregiver questions.
• Identify caregiver training needs and coordinate with HR.
• Provide companion and personal care, and mobility/transfer support.
• Assist with ADLs and light housekeeping as part of service delivery.
• Provide care to bedbound clients when required.
• Maintain confidentiality per HIPAA and policy.
• Maintain records to support audits and payer requirements.
• Answer calls and assist with general office tasks.

Skills

Home care experience

Regulatory compliance

Caregiver training

Client coordination

Tools

WellSky

HCSIS

Microsoft Office

Google Workspace

Job description

Activate Your Influence is a third party hiring partner for this Pennsylvania State License Home Care Agency.

Job Title: Client Care Coordinator

Department: Client Services

Reports To: Director of Client Services (or President in their absence)

Location: Lancaster, PA (Caseload focus: Lititz, Ephrata, New Holland, Manheim, and Lancaster)

FLSA Status: Non-Exempt (Hourly)

Agency Type: Pennsylvania Licensed Home Care Agency – ODP Waiver & Private Pay Provider

Service Systems: WellSky, HCSIS, Microsoft Office, Google Workspace

Who We Are

Our agency is a Pennsylvania State Licensed Home Care Agency and an ODP Waiver & Private Pay Provider celebrating 20 years of caring for our community. We provide a continuum of care for seniors, veterans, and individuals with intellectual disabilities, dementia, or long-term illnesses. Our mission is to provide compassionate, unconditional care to our clients and families throughout Lancaster County, helping them remain safely in their own homes as their needs change. We treat our caregivers like family and take pride in being professional, courteous, and friendly at all times.

Who We’re Looking For

We are seeking a Client Care Coordinator to lead client oversight and caregiver training while ensuring our services exceed regulatory standards. This role is the vital bridge between administrative coordination and the direct delivery of care. You will be a great fit if you are a "Maximizer"—someone meticulous, persistent, and passionate about professional excellence and providing much-needed respite for families.

Core Characteristics

• Conscientious & Meticulous: Ensuring every care plan meets PA Dept of Health and ODP standards.
• Dependable & Self-Disciplined: Managing a caseload and on-call duties with excellence.
• Empathetic & Relational: Providing encouragement and support to our clients.
• Persistent & Relentless: Advocating for the best outcomes for your participants.

Position Summary

The Client Care Coordinator is responsible for client oversight, caregiver hands-on training, direct care service delivery, regulatory compliance, and quality assurance for both waiver-funded participants and private pay clients. The role ensures services are delivered in accordance with Individual Support Plans (ISPs), agency care plans, Pennsylvania Department of Health licensing requirements, and Office of Developmental Programs (ODP) waiver standards. This position includes administrative coordination, in-home visits, and the provision of direct care as needed to maintain continuity and quality of care.

Work Schedule

• Primary office hours: Monday–Friday, approximately 7am–5pm.
• Flexibility: Additional availability is required for client visits, ISP meetings, training, direct care coverage, and operational needs, including occasional evenings and weekends.
• On-Call: Participation in an agency on-call rotation is required.
• Compensation: All hours worked (administrative, travel, training, and direct care) are accurately recorded and compensated per federal and Pennsylvania wage laws.

Primary Responsibilities (Essential Job Functions)

Client Oversight & Service Coordination

• Conduct client/participant evaluations and reassessments.
• Perform required supervisory visits, quality assurance visits, and in-home monitoring.
• Update client care plans and support implementation of Individual Support Plans (ISPs).
• Participate in ISP meetings and interdisciplinary team meetings as assigned.
• Maintain ongoing communication with prospects, clients, families, and caregivers.
• Monitor service delivery to ensure alignment with authorizations and care plans.

ODP & Regulatory Responsibilities

• Ensure services comply with waiver requirements, licensing regulations, and agency policies.
• Monitor participant rights compliance and identify safety concerns.
• Complete mandated reporting and incident reporting according to ODP and state regulations.
• Maintain documentation consistent with Department of Health licensing standards.

Caregiver Training & Supervision

• Provide hands‑on caregiver orientation and annual competency support.
• Conduct annual care plan and ISP reviews for assigned clients.
• Serve as a clinical/resource contact for caregiver questions.
• Identify caregiver training needs and collaborate with Human Resources.

Direct Care Service Responsibilities

• Provide companion care, personal care, and authorized mobility/transfer support.
• Assist with activities of daily living (ADLs) and personal care.
• Perform light housekeeping tasks (vacuuming, dusting, etc.) as part of service delivery.
• Provide care to bedbound clients when required.

Documentation & Administrative Duties

• Maintain confidentiality in accordance with HIPAA and agency policy.
• Maintain records to support audits, licensing reviews, and payer requirements.
• Answer incoming calls and assist with general office and operational tasks.

Qualifications

• Experience (Required): Prior experience in home care, personal care services, direct support, or healthcare.
• Knowledge (Preferred): Experience with ISP-based services, care plan management, ODP waiver services, and PA home care regulatory standards.
• Licenses: Valid driver’s license and reliable transportation are required.
• Technical Skills: Experience with WellSky, HCSIS, Microsoft Office, and Google Workspace is preferred.
• Soft Skills: Strong organization, documentation, and the ability to train and supervise caregivers effectively.

Physical Requirements

• Ability to travel to client homes for visits and service delivery.
• Ability to assist with transfers, mobility, and providing hands-on care to bedbound clients.
• Ability to perform light housekeeping tasks (vacuuming, dusting, bathroom cleaning).
• Ability to lift, assist, and support clients consistent with agency safety policies.

What We Offer

• Starting Pay: $19.00 – $20.00 per hour, based on experience.
• Guaranteed Stability: We guarantee at least 40 hours per week, with optional overtime available at your discretion.
• Performance Bonuses: Quarterly billable-hour bonuses, currently averaging $1,000 per quarter.
• Financial Security: Matching 401K and a Paid Time Off (PTO) package.
• Incentives: Referral bonuses for both new staff and new clients.