Health Care Operations - Intake, Scheduling, and Client Relations Manager + Bonuses

Caring for Portland, LLC; Salem, Northern (OR, KY); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid Time Off

Paid Holidays

Dental Insurance

Vision Insurance

Life Insurance

Employee Assistance Program

Health Insurance plans with company/sp

401(k) Retirement Program

Professional Development

Training and Orientation

Supportive team

Job summary

Caring for Others seeks an organized coordinator to be the hub for care coordination, compliance, scheduling, and client communication. You will connect Clients, families, Caregivers, and partners to ensure consistent, high-quality support in the home and over the phone.

Responsibilities include developing service plans, handling authorizations, supporting staffing, and maintaining licensing documentation while leading caregiver onboarding and training.

Qualifications

• Experience in home care, healthcare coordination, or a client-facing service role preferred.
• Highly organized with strong attention to detail and accurate record-keeping.
• Proactive communicator with interpersonal skills and a warm, professional presence.
• Solutions-oriented and able to handle multiple priorities in a fast-paced environment.
• Committed to HIPAA compliance and maintaining accurate documentation.
• Strong collaboration skills with a customer service mindset.
• Experience in assisted living, in-home care, or billing/authorization management is a bonus.

Responsibilities

• Serve as the communication hub for Clients, families, Caregivers, Case Managers, and partners.
• Coordinate care services for timely, consistent delivery to Clients at home and by phone.
• Develop individualized service plans and conduct initial and ongoing Client assessments.
• Manage authorizations and balancing activities to support billing accuracy.
• Support staffing to minimize overtime and ensure coverage of all shifts.
• Maintain Branch compliance and licensing documentation.
• Lead weekly Caregiver New Hire training and prepare intake materials.

Skills

Home care

Healthcare coordination

Client-facing service

Organized

Communication skills

HIPAA compliance

Tech-savvy

Documentation

Tools

Scheduling software

Job description

Description

IMPACT - Be the hub that keeps the functions and standards of care connected, compliant, high performing, and thriving.

You'll be the central point for care coordination, compliance, scheduling, Client communication, and Branch operations. By connecting Clients, families, Caregivers, and partners, you'll make sure every person in our care receives consistent, high-quality support.

WHO WE ARE

• A family-owned organization with 20 years experience of raising the standards for in-home care — and we're still pushing higher.
• We build teams of driven, mission-obsessed experts whose energy and focus turn every initiative into a success
• Our process is our promise: proven systems and disciplined execution deliver exceptional care to every Community, Employee, and Client.
• A culture built to energize — powering meaningful careers for world changers who never settle.
• See How We're Raising the Bar

WHAT YOU'LL DO

• Deliver 5-star service on every call as the communication hub for Clients, families, Caregivers, Case Managers, and community Referral Partners
• Coordinate care services for timely, consistent, appropriate delivery to all Clients – both in their homes and by phone.
• Develop individualized service plans and conduct initial and ongoing Client assessments
• Manage authorizations and balancing activities to support billing accuracy
• Support staffing to minimize overtime, reduce disruptions, and ensure consistent coverage of all scheduled shifts
• Maintain Branch compliance and licensing documentation
• Lead weekly Caregiver New Hire training. Prepare welcome materials and intake documentation

ROLE QUALIFICATIONS

• Experience in home care, healthcare coordination, or a client-facing service role preferred
• Highly organized with strong attention to detail and accurate record-keeping practices
• Proactive communicator with excellent interpersonal skills and a warm, professional presence
• Solutions-oriented and self-managed — able to handle multiple priorities in a fast-paced environment
• Committed to compliance, HIPAA standards, and maintaining accurate documentation
• Strong collaboration skills with a team-first mindset and high-quality customer service approach
• Proficient with technology and healthcare management or scheduling systems
• Experience in assisted living, in-home care, or billing and authorization management a bonus

COMPREHENSIVE WELLNESS PORTFOLIO

In your role with Caring for Others, you're responsible for upholding, executing, and supporting our mission. As such, it is our honor to support you with:

• Paid Time Off and Paid Holidays*
• 100% Company-Paid Dental Insurance and Vision Insurance*
• 100% Company-Paid $25,000 Life Insurance Policy*
• 100% Company-Paid Employee Assistance Program - including mental health counseling sessions, financial coaching, provider referrals, and childcare resources - available 24/7
• Customizable Health Insurance Plans: Up to 100% Company Contribution to plan premium for Employee, PLUS additional contribution for Dependents as needed*
• 401(k) Retirement Program - with Employer Match*
• Professional Development – ongoing education, wraparound support, and leadership coaching
• A Next-Level, Comprehensive Training and Orientation Week
• And a supportive team to work alongside!

Requirements

• Proactive, solution-oriented self-starter who takes initiative and works independently
• Values innovation, efficiency, and streamlined processes
• Excellent written and verbal communication skills in English
• Meticulous attention to detail, with accurate record-keeping and documentation
• Strong project management skills — strategic, organized, and intuitive
• Collaborative team player with excellent interpersonal skills
• Results-driven, with proven time management skills and the ability to juggle multiple priorities and deadlines in a fast-paced environment
• Exercises sound judgment and discretion in handling sensitive matters
• Tech-savvy and comfortable with a variety of software and devices
• Warm, welcoming, and professional demeanor with a commitment to outstanding customer service
• Strong commitment to compliance, including knowledge of HIPAA best practices for handling PHI
• Administrative experience in a related specialty such as accounting, customer service, scheduling, billing, IT, project management, sales, marketing, business development, staffing, recruiting, care coordination, compliance, office or business management, human resources, or operations
• Background in senior care, assisted living, skilled nursing, or in-home care

Caring for Others is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. *Benefit eligibility is based on hours worked.