Client Care Coordinator

Visiting Angels•Gettysburg, PA

4d•Hybrid

About The Position

Visiting Angels Gettysburg is seeking a high-energy, growth-minded Client Care Coordinator to manage client care quality, handle scheduling operations, and support caregiver success. The Client Care Coordinator is responsible for assistance with the day-to-day operations, including but not limited to scheduling, maintaining compliance, managing, coaching, and counseling care staff, intakes, assessment, service planning, and establishing and managing the plan of care in accordance with the needs of the client and client satisfaction. This includes all administrative tasks affiliated with the above. You will start as an assistant, with a fast track to becoming a Manager, gradually taking ownership of the inquiries and intakes, care coordination, caregiver management, compliance, and scheduling process. From answering the initial inquiry call to pairing caregivers with clients and tracking time records, you ensure our standards of excellence are met at every touchpoint.

Requirements

Associate degree in a healthcare-related field preferred
2+ years of supervisory and scheduling experience in home care
Valid driver’s license
Reliable transportation
Valid state-required auto insurance
Must successfully complete background checks, drug screenings, and ongoing compliance assessments
High proficiency with scheduling software, CRM tools, databases, and Microsoft Office (Word, Excel, Outlook)
Ability to handle delicate situations with empathy, diplomacy, and professionalism
Exceptional time management and conflict-resolution skills
Self-motivated and detail-driven, with the ability to coordinate complex schedules, manage constant interruptions, and meet operational deadlines
Ability to perform tasks involving sitting, standing, bending, stooping, walking, and lifting items up to 10 lbs.

Responsibilities

Receive and process incoming referrals and inquiries, communicate service details clearly to prospective clients, complete required intake documentation, and execute diligent follow-ups on pending leads.
Schedule, conduct, and document in-home assessments and supervisory visits (preferably while caregivers are present).
Develop and update Plans of Care, ensuring services match client needs while communicating adjustments to the team.
Build and maintain computer schedules for new and existing cases.
Match caregivers to shifts based on required skill levels, prioritize client-caregiver consistency, and handle day-to-day schedule changes seamlessly.
Monitor daily time records and telephony logs.
Counsel staff on tardiness and time-clock compliance, while making necessary system corrections to ensure accurate payroll and billing processing.
Conduct new caregiver orientations, maintain complete employee files in the scheduling system, and participate in 90-day and annual staff evaluations.
Conduct regularly scheduled follow-up calls and home visits to collect client feedback, address issues, and maintain accurate documentation for all active and past clients in audit-ready paper folders.
Prepare managerial reports within required timelines and keep all database records up to date.