Healthcare Sales

Aluma Home Care; Hewlett (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Aluma Home Care in Hewlett, NY is seeking an Intake Coordinator to serve as the primary point of contact for new and existing clients, referral sources, and caregivers. This role manages the intake process, including gathering information, verifying insurance, and coordinating scheduling to ensure timely service initiation.

The Intake Coordinator will maintain accurate records, communicate service details to clients and families, and liaise with caregivers and staff to support smooth daily

Qualifications

• Minimum 1–2 years of intake coordination or intake-related experience in a non-medical home care setting
• Experience handling intakes, scheduling, and client coordination in a home care environment
• Knowledge of non-skilled home care services, workflows and terminology
• Experience verifying insurance or payor eligibility for home care services

Responsibilities

• Answer inquiries and complete intake for new clients, gathering demographic, service and payer information
• Enter and maintain accurate client data in scheduling/record systems
• Communicate service details, start-of-care timelines and expectations to clients and families
• Schedule caregiver visits based on client needs and staff availability, manage changes and cancellations
• Maintain intake records and ensure compliance with agency policies and regulations

Skills

Communication skills

Organizational skills

Customer service

Attention to detail

Confidentiality

Tools

Scheduling software

Job description

Job Title: Intake Coordinator

Location: Hewlett, New York
Job Type: Full-Time
Department: Operations
Reports To: Director of Operations

Position Summary

The Intake Coordinator serves as the primary point of contact for new and existing clients, referral sources, and caregivers for a non-medical home care agency. This role is responsible for managing all aspects of the intake process, including answering inbound calls, gathering client information, verifying insurance or payer-source eligibility, scheduling services, and coordinating communication between clients, caregivers, and internal staff. The Intake Coordinator plays a critical role in ensuring timely service initiation, accurate documentation, and smooth daily operations.

Key Responsibilities

Intake & Client Coordination

• Answer incoming phone calls and respond to inquiries from prospective clients, families, referral sources, and staff in a professional and timely manner
• Complete intake for new clients, including collecting demographic, service, and payer information
• Enter and maintain accurate client data in the agency’s scheduling and/or electronic record system
• Communicate service details, start-of-care timelines, and expectations to clients and families

Scheduling & Staffing Support

• Schedule caregiver visits based on client needs, caregiver availability, and agency guidelines
• Coordinate schedule changes, cancellations, and call-offs
• Communicate schedules, updates, and care-related information to personal care assistants and aides
• Assist with resolving scheduling conflicts and coverage gaps

Insurance & Payor Verification

• Verify insurance eligibility and authorization requirements for non-medical home care services
• Obtain and track required documentation related to insurance, private pay, or waiver services
• Communicate coverage details and service limitations to clients and internal staff

Caregiver & Internal Communication

• Serve as a liaison between clients, caregivers, and office staff
• Communicate client preferences, care instructions, and service updates to aides
• Escalate concerns, complaints, or service issues to management as appropriate

Administrative & Compliance Support

• Maintain organized and accurate intake records and supporting documentation
• Ensure intake processes align with agency policies, procedures, and applicable regulations
• Assist with audits, reports, and administrative tasks as assigned

Required Qualifications

• Minimum of 1–2 years of experience as an Intake Coordinator or in an intake-related role within a non-medical home care or personal care agency
• Prior experience handling intakes, scheduling, and client coordination in a home care setting
• Knowledge of non-skilled home care services, workflows, and terminology
• Experience verifying insurance or payor eligibility for home care services

Preferred Qualifications

• Experience with home care scheduling or electronic health record systems
• Strong understanding of private pay, waiver, or managed care processes
• Bilingual skills a plus (not required)

Skills & Competencies

• Strong verbal and written communication skills
• Excellent organizational and multitasking abilities
• Customer-service oriented with a calm, professional demeanor
• Ability to handle high call volume and fast-paced environments
• Strong attention to detail and accuracy
• Ability to maintain confidentiality and professionalism at all times

Work Environment

• Office-based role with frequent phone and computer use
• On-Site