Sales Representative

Aluma Home Care; Hewlett (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

Aluma Home Care in Hewlett, NY seeks an Intake Coordinator to act as the primary contact for clients, families, referral sources, and caregivers. You will manage the intake process, collect client information, verify insurance eligibility, schedule services, and coordinate communication among clients, caregivers, and staff to ensure timely service initiation.

The role is office-based and requires 1–2 years in an intake or intake-related position within a non-medical home care setting.

Qualifications

• Minimum 1–2 years 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

• Answer inbound calls and respond to inquiries from prospective clients, families, referral sources, and staff.
• Complete intake for new clients, collect demographic, service, and payer information.
• Enter and maintain accurate client data in scheduling or electronic records systems.
• Coordinate schedules and communicate service details to clients and families.
• Verify insurance eligibility and authorization requirements for services.
• Serve as a liaison between clients, caregivers, and office staff; escalate issues as needed.
• Maintain intake records and ensure compliance with policies and regulations.

Skills

Communication

Scheduling coordination

Insurance verification

Client coordination

Tools

EHR system

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