Home Care Intake Staffing Coordinator

CareSphere; Woodcliff Lake (NJ); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, vision benefits

Professional growth opportunities

Supportive collaborative environment

Job summary

CareSphere in Woodcliff Lake, NJ seeks a highly organized Home Care Intake Staffing Coordinator to manage client admissions, caregiver staffing, and scheduling to ensure timely home care services.

In this on-site role, you will coordinate intake from referral to service initiation, maintain communication with families and caregivers, and uphold HIPAA compliance while optimizing staffing coverage in a fast-paced environment.

Qualifications

• High school diploma or equivalent; healthcare administration degree preferred.
• Experience in home care, staffing, scheduling, or medical office preferred.
• Experience coordinating caregiver schedules and filling open shifts.
• Strong organizational and detail-oriented approach.
• Excellent verbal and written communication skills.
• Ability to multitask and meet deadlines in a fast-paced environment.
• Proficient with Microsoft Office and scheduling or EHR software.
• Maintain confidentiality and handle sensitive information appropriately.
• A customer-focused attitude and collaborative teamwork ethos.

Responsibilities

• Coordinate caregiver staffing assignments based on client needs, availability, and schedules.
• Manage caregiver schedules and ensure coverage for new and ongoing cases.
• Communicate with caregivers about assignments, changes, and requirements.
• Arrange replacement coverage for absences and last-minute emergencies.
• Match clients with suitable caregivers considering continuity of care.
• Maintain staffing schedules and update scheduling systems.
• Track start-of-care dates and ensure caregiver availability.
• Follow up with caregivers and clients to confirm assignments.
• Collaborate with recruitment, HR, and operations on staffing needs.
• Serve as primary contact for intake and scheduling matters.

Skills

Organizational skills

Communication skills

Multitasking

Customer-focused

Problem solving

Team collaboration

Bilingual (English/Spanish)

Education

High school diploma or equivalent

Associate's or bachelor's in healthcare administration or related

Tools

Microsoft Office

Scheduling software

Electronic health records (EHR)

Home care management software

Job description

About the Role

We are seeking a highly organized, compassionate, and detail-oriented Home Care Intake Staffing Coordinator to join our team. This position plays a key role in coordinating new client admissions, managing caregiver staffing and scheduling, and ensuring clients receive timely, reliable home care services.

The ideal candidate will be responsible for managing the intake process from initial referral through service initiation, coordinating caregiver assignments, filling staffing needs, and maintaining communication with clients, families, caregivers, and referral sources. The successful candidate must be able to multitask, solve scheduling challenges, and work efficiently in a fast-paced home care environment.

Location: Woodcliff Lake, NJ
Schedule: On-Site

Monday to Thursday | 8 AM - 4 PM

Friday | 8 AM - 1 PM

Key Responsibilities:

Staffing and Caregiver Coordination

• Coordinate caregiver staffing assignments based on client needs, availability, qualifications, location, and requested schedules.

• Manage caregiver schedules and ensure appropriate coverage for new client cases, ongoing assignments, and open shifts.

• Communicate with caregivers regarding new assignments, schedule changes, call-outs, and client-specific requirements.

• Arrange replacement coverage for caregiver absences, cancellations, and last-minute staffing emergencies.

• Match clients with suitable caregivers while considering continuity of care, compatibility, and service requirements.

• Maintain accurate staffing schedules and update scheduling systems as assignments change.

• Monitor upcoming start-of-care dates and coordinate staffing to ensure caregivers are available before services begin.

• Follow up with caregivers and clients to confirm assignments and address scheduling concerns.

• Collaborate with recruitment, human resources, and operations teams to communicate ongoing staffing needs.

Communication and Operations

• Serve as a primary point of contact for clients, families, caregivers, and referral partners regarding intake and scheduling matters.

• Coordinate with internal teams to support smooth client onboarding and uninterrupted service delivery.

• Maintain confidentiality and comply with HIPAA requirements and applicable state and federal regulations.

• Track intake activity, staffing coverage, client admissions, and pending assignments.

• Identify operational issues and help implement solutions that improve efficiency, client satisfaction, and caregiver coverage.

Qualifications and Requirements

• High school diploma or equivalent required; an associate's or bachelor's degree in healthcare administration or a related field is preferred.

• Previous experience in home care, home health, healthcare administration, staffing, scheduling, or a medical office preferred.

• Experience coordinating caregiver schedules and filling open shifts.

• Strong organizational skills and exceptional attention to detail.

• Excellent verbal and written communication skills.

• Ability to multitask, prioritize competing demands, and meet deadlines in a fast-paced environment.

• Strong problem-solving skills and the ability to respond effectively to last-minute staffing changes.

• Proficiency in Microsoft Office and scheduling, electronic health records, or home care management software.

• Ability to maintain confidentiality and handle sensitive client and employee information appropriately.

• A customer-focused attitude and the ability to work collaboratively with clients, caregivers, and team members.

Preferred Skills

• Knowledge of home care operations, caregiver scheduling, and client admission procedures.

• Experience coordinating staffing for personal care aides, home health aides, certified nursing assistants, or other applicable care professionals.

• Ability to balance client service needs with caregiver availability and agency staffing requirements.

• Bilingual skills are a plus.

What We Offer

• Competitive salary based on experience.

• Opportunities for professional growth and advancement.

• A supportive and collaborative work environment.

• The opportunity to make a meaningful difference in the lives of clients and their families.

• Paid time off, medical, dental, vision

Equal Opportunity Employer: We provide equal employment opportunities to all qualified applicants in accordance with applicable laws.