Intake Coordinator - Home Care

Sophia Home Health Care Services LLC; Hewlett (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

Sophia Home Health Care Services LLC in Hewlett, New York, is seeking an Intake Coordinator to be the primary contact for clients, families, and referral sources. You will manage the entire intake process, verify eligibility, schedule services, and coordinate communication between clients, caregivers, and staff, ensuring timely start of care.

This on-site role requires strong communication, organization, and attention to detail, with 1–2 years in intake or related settings.

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.
• 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.

Responsibilities

• Intake & Client Coordination: Answer inquiries, complete intake, enter client data, communicate service details to clients and families.
• Scheduling & Staffing Support: Schedule caregiver visits, coordinate changes, communicate updates to aides, resolve scheduling conflicts.
• Insurance & Payor Verification: Verify insurance eligibility and authorization requirements, obtain and track documentation.
• Caregiver & Internal Communication: Liaise between clients, caregivers and office staff; escalate concerns as needed.
• Administrative & Compliance Support: Maintain intake records, ensure policy compliance, assist with audits and reporting.

Skills

Communication

Organization

Multitasking

Customer service

Attention to detail

Confidentiality

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