Home Care Coordinator (Medicaide Waiver and Veterans Programs)

SERENITY HOME HEALTH CARE•Saint Paul, MN

1h•$25 - $26

About The Position

The Home Care Coordinator coordinates high-quality, non-skilled home care services and supports the operational efficiency and growth of an assigned Serenity branch. The role is a primary point of contact for clients, caregivers, applicants, families, case managers, referral sources, and internal departments. It supports client acquisition, caregiver recruitment and onboarding, staffing of authorized services, regulatory compliance, and client and caregiver retention. The coordinator is expected to meet established performance expectations and KPIs related to acquisition, recruitment, onboarding, staffing utilization, service delivery, compliance, and retention. The role coordinates client referrals, intake, eligibility verification, authorizations, assessments, admissions, and ongoing communication. It also supports caregiver sourcing, screening, onboarding, training, scheduling, operational guidance, and retention. The coordinator monitors EVV and visit documentation, helps resolve compliance and service discrepancies, maintains accurate records, supports branch administration and reporting, and collaborates with internal teams to improve operational efficiency. The position works Monday through Friday, 9:00 a.m. to 5:00 p.m., for 40 hours per week. It requires prolonged periods sitting at a desk and working on a computer, and the ability to lift up to 15 pounds at times.

Requirements

High school diploma or equivalent required.
Minimum of 2 years of experience in home care, home health, healthcare staffing, patient coordination, scheduling, client services, or healthcare operations.
At least 3 to 5 years of experience in home care and 3 years of experience in office administration.
Experience coordinating caregiver schedules and managing client service needs in a fast-paced environment.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Strong organizational, time-management, and multitasking skills, including the ability to manage competing priorities.
Excellent verbal and written communication skills.
Strong customer service, problem-solving, and conflict-resolution abilities.
Ability to maintain confidentiality and handle sensitive information professionally.
Ability to work independently and collaborate effectively with cross-functional teams.
Valid driver's license, reliable transportation, and ability to travel locally when required.
Ability to sit for prolonged periods and work at a computer; ability to lift up to 15 pounds at times.

Nice To Haves

Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Human Services, Nursing, or a related field.
Knowledge of Medicaid Waiver Programs, non-medical home care services, Electronic Visit Verification (EVV), and healthcare compliance requirements.
Experience with home care software platforms such as AxisCare, ClearCare/WellSky, AlayaCare, or similar systems.

Responsibilities

Support client acquisition through referral follow-ups, community outreach, and relationship building with referral sources.
Receive, document, and process client referrals, ensuring timely follow-up and admission.
Coordinate client intake, eligibility verification, service authorizations, and required assessments with appropriate departments.
Facilitate timely client admissions and commencement of services.
Communicate regularly with clients, families, and case managers to support continuity of care and client satisfaction.
Address client complaints, service concerns, and scheduling issues promptly.
Monitor client retention, referral conversion, and admission targets.
Maintain accurate, updated client records and service information in AxisCare.
Support caregiver recruitment to meet current and anticipated staffing needs; identify shortages and source qualified applicants through referrals, outreach, and approved channels.
Coordinate applicant screening, interviews, and follow-ups with HR; maintain a prospective caregiver pipeline and track recruitment activities and targets.
Collaborate with HR and management to improve caregiver recruitment and retention.
Coordinate caregiver onboarding with HR and Compliance, including required documents, background checks, and compliance requirements before placement.
Schedule and facilitate new-hire orientation and approved non-clinical training; coordinate initial, ongoing, and refresher training.
Train caregivers on agency procedures, professional expectations, client service standards, and use of AxisCare and EVV systems.
Maintain onboarding and training records, monitor compliance, coordinate corrective or refresher training, and ensure caregivers are trained and cleared before assignment.
Coordinate caregiver schedules and assignments based on client needs, authorized hours, qualifications, and availability.
Ensure timely staffing while minimizing unstaffed cases and missed visits; monitor attendance, punctuality, availability, and schedule adherence.
Address caregiver concerns, coordinate replacements as needed, provide operational guidance and coaching, and report performance concerns to HR and management.
Support caregiver engagement, satisfaction, and retention initiatives; monitor staffing utilization and work toward staffing targets.
Monitor caregiver EVV clock-in and clock-out activity and review visit records for missed visits, incomplete documentation, unauthorized hours, and discrepancies.
Investigate and escalate suspected time falsification, inaccurate documentation, and other compliance concerns.
Ensure services remain within approved authorizations and are accurately documented; communicate hospitalizations, deaths, discharges, and eligibility changes to appropriate departments.
Collaborate with Billing, Eligibility, and Compliance to resolve documentation and service discrepancies; maintain records and support audits and quality improvement.
Ensure compliance with Serenity policies, applicable state regulations, and payer requirements.
Support daily branch operations, including calls, emails, client inquiries, and general administrative activities.
Maintain client, caregiver, referral, onboarding, and operational records; coordinate appointments, interviews, training sessions, and meetings.
Assist with billing preparation by ensuring service documentation is accurate and complete; monitor office supplies and coordinate administrative needs.
Prepare and submit operational reports on client acquisition, caregiver recruitment, onboarding, staffing, and service delivery.
Collaborate with internal departments to resolve operational challenges and improve efficiency.
Perform other related duties as assigned by management.
Demonstrate Serenity's core values: competence, dedication, initiative, friendliness, accountability, excellence, and loyalty.
Meet performance targets, maintain accurate documentation, follow up promptly on assigned responsibilities, and contribute to branch growth; performance is evaluated on operational results, compliance, service quality, attendance, teamwork, and adherence to policies and procedures.