Private Pay Intake Coordinator

Always Compassionate Home Care; Melville (NY); On-site; USD 62,000 - 72,000; Full time

Benefits offered by this job

401(k)

Health Insurance

Dental/Vision

Aflac

Paid time off

Job summary

Always Compassionate Home Care in Melville, NY is seeking a Private Pay Intake Coordinator to manage the intake process for private pay clients from inquiry through service initiation. You will educate families on available home care services, assess client needs, coordinate admissions activities, and ensure a seamless transition into care.

The role requires exceptional customer service, strong organizational and time-management skills, and the ability to handle multiple priorities in a

Qualifications

• Knowledge of NYS home care operations and private pay services.
• 3–5 years in home care or healthcare client services.
• Experience with intake coordination, admissions, or CRM.
• Bachelor's degree preferred.

Responsibilities

• Handle private pay inquiries and initial intake conversations.
• Educate on home care options and private pay processes.
• Coordinate service agreements and onboarding documentation.
• Schedule caregivers to meet client needs and timelines.
• Maintain accurate intake records and follow up with inquiries.
• Ensure HIPAA compliance and protect client confidentiality.

Skills

Customer service

Time management

Organizational skills

Communication skills

Relationship-building

Multitasking

Problem solving

Attention to detail

Client needs assessment

CRM experience

Education

Bachelor's degree

Tools

Electronic health record (EHR) systems

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business.

Private Pay Intake Coordinator

Pay: $62,000.00 - $72,000.00 per year

Job description

The Private Pay Intake Coordinator is responsible for managing the intake process for prospective private pay clients and families, from initial inquiry through service initiation. This individual will educate prospective clients on available home care services, assess client needs, coordinate admissions activities, and ensure a seamless transition into care with Always Compassionate Home Care.

The Private Pay Intake Coordinator will serve as a primary point of contact for clients, families, community partners, and internal departments. This role requires strong customer service, relationship-building, and organizational skills to effectively convert inquiries into active cases while ensuring a positive experience throughout the intake process.

This position will work closely with Private Pay leadership, account managers, care coordination, scheduling, clinical teams, and billing departments to ensure all required documentation, service agreements, and operational requirements are completed accurately and efficiently.

Qualifications

• Working knowledge of NYS Home Care operations and private pay services
• 3-5 years of experience in a home care, private duty, healthcare, or client services environment preferred
• Experience with intake coordination, admissions, sales, or customer relationship management preferred
• Excellent organizational and time-management skills
• Strong communication, interpersonal, and relationship-building skills
• Strong customer service background with the ability to work with clients and families during sensitive situations
• Ability to assess client needs and provide appropriate service recommendations
• Strong attention to detail with problem-solving and decision-making abilities
• Ability to manage multiple priorities in a fast-paced environment
• Bachelor's degree preferred

Requirements

• Responds to private pay inquiries from prospective clients, families, and community referral sources
• Conducts initial client intake conversations to gather demographic, service, and care-related information
• Educates prospective clients and families regarding available home care services, scheduling options, and private pay processes
• Coordinates service agreements, required documentation, and client onboarding requirements
• Collaborates with scheduling and operations teams to ensure timely placement of caregivers based on client needs
• Communicates with clients and families regarding status updates, service timelines, and next steps
• Maintains accurate records of inquiries, admissions, client information, and intake activates
• Tracks and follows up with prospective clients to support conversion from inquiry to active case
• Builds and maintains relationships with community partners, referral sources, and potential private pay clients
• Documents and reports changes in client status, service requirements, caregiver assignments, and any concerns impacting service delivery
• Works collaboratively with internal teams to ensure a smooth transition from intake to ongoing care management
• Maintains confidentiality and compliance with HIPAA regulations and company policies
• Ability to use time efficiently while managing competing priorities
• Ability to work in a fast-paced environment with strong multitasking abilities
• Technically savvy – proficient in the use of smartphones, tablets, laptops, electronic health record systems, and other technology platforms
• Exceptional communication skills with demonstrated ability to provide timely follow-up and excellent customer service

Benefits

• 401(k)
• Health Insurance
• Dental/Vision
• Aflac
• Paid time off

Always Compassionate Home Care provides equal opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or any other non-merit based factors protected federal, state, or local law. All employment related decisions are based solely on relevant criteria including experience and suitability.

If you require assistance to fill out this application form or during any phase of the job application process, please notify the person who gave you this form or Always Compassionate Home Care’s Human Resources Department and every reasonable effort will be made to accommodate your needs in a timely manner in accordance with federal, state, and/or local law.

CORPWKD If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us! Always Compassionate Health provides the highest quality of community home-based services, combined with exceptional compassion and innovation to enhance each patient’s quality of life. By bringing together several of the top home health agencies in the state, we have become one of New York’s leading providers with strategically placed offices that serve thousands of clients every day.