Intake/Scheduling Coordinator

Job Details: Job Location: At Home Care of Kentucky INC - Bowling Green, KY Salary Range: Undisclosed Intake/Scheduling Coordinator Valid Kentucky LPN license required. Pay: $22-$30/Hour In this dual role, you will be the first point of contact for new clients and a key player in coordinating caregiver and nursing schedules to ensure seamless, compassionate care in the home environment. Job Purpose: - The Intake/Scheduling Coordinator plays a crucial role in the initial stages of client interaction at At Home Care of Kentucky. This position is responsible for gathering and processing all necessary information from potential clients, ensuring a smooth and efficient onboarding experience. - The Intake Coordinator acts as the primary point of contact for new clients, guiding them through the intake process and setting the foundation for a positive and productive client relationship. Key Responsibilities: - Receive and respond to all incoming client inquiries (phone, email, and web forms) in a timely and professional manner. - Conduct initial client consultations to understand their needs, goals, and eligibility for services. - Gather and accurately document all required client information, ensuring completeness and confidentiality. - Accurately enter client data into the company's database and maintain updated records. - Explain the company's services, policies, and procedures to potential clients clearly and concisely. - Schedule intake appointments and manage the intake calendar efficiently. - Collaborate with internal teams to ensure a seamless transition of client information and facilitate the onboarding process. - Follow up with clients as needed to gather missing information or answer any questions. - Maintain organized and easily accessible client files, both physical and electronic. - Identify and escalate any potential client issues or concerns to the appropriate team members. - Contribute to the continuous improvement of intake processes and procedures. - Stay informed about industry best practices and regulations related to client intake. - Perform other related duties as assigned. Scheduling Responsibilities: - Assists with maintaining a complete and accurate visit schedule, tracking staff and availability, cancellations, late arrivals and/or early departures from assigned shifts, fully utilizing assigned scheduling software. - Monitors electronic clock-ins and clock-outs for field staff, addresses missed clocks, and troubleshoots as needed. - Finds replacements for staff that call in sick or are unable to work as needed. - Verifies all weekend shifts on Friday to assure that all needs for the weekend are addressed as needed. - Recruits and assists in the hiring process and orientation process when warranted. - Assists in coaching employees as needed. - When on-call, uses every effort to find staff when there is a need, keeps a log of events including employee availability, employee issues, problems with staff or client concerns as needed. - Understands and resolves concerns from clients in a positive and professional manner. - Maintains good communication with all personnel, supervisory staff, and all departments. - Assists with ensuring staff continuing education is completed, as needed. - Assists the Billing Department with verification and timely submission of information necessary to bill. - Reports all Critical Incidents, injuries, leave requests, or any other unusual situations to the appropriate contact personnel immediately and assists if requested. - Understands and assures adherence to all organizational and external policies, procedures, and processes (administrative, personnel, etc.). - Seeks guidance and further clarification of organizational policies, procedures, and processes when uncertainty/confusion arises. - Always maintains a professional appearance. - Follows dress code policy requirements. - Maintains confidentiality of information related to business practices, business activities and personnel, including such information also covered under HIPAA regulations. - May assist with admissions, field staff supervisory visits, and field staff training. Qualifications: Required Education: - LPN licensure Preferred Experience: - 1 year of experience in a customer service or administrative role and/or in home care. - Experience with data entry and record keeping. - Experience with scheduling and appointment setting. Required Skills and Abilities: - Excellent communication and interpersonal skills. - Strong organizational and time management skills. - Ability to multitask and prioritize tasks effectively. - Proficiency in Microsoft Office Suite (Word, Excel, Outlook). - Ability to work independently and as part of a team. - Ability to maintain confidentiality and handle sensitive information. - Ability to learn new software and systems quickly.