Intake & Staffing Coordinator (Home Health Agency) | Jackson, OH - HR Intake

Home Care Network•Jackson, OH

10d•Onsite

About The Position

Home Care Network, Inc. (HCN) is seeking an exceptional Intake & Staffing Coordinator to connect clients with caregivers and ensure a smooth onboarding experience. This role involves reviewing client referrals, analyzing information, identifying matches with candidates and employees, and securing cases before competing agencies. The ideal candidate enjoys solving puzzles, managing competing priorities, and bringing order to complexity, with a focus on accuracy, urgency, and helping people. This position is a critical link between clients, caregivers, recruiting, scheduling, HR, referral sources, field staff, and operational leadership, offering an opportunity to make a meaningful impact and build a long-term career.

Requirements

High school diploma or equivalent.
2 years or more in a professional, high-paced business setting.
One year or more of experience in intake, client / case referral management, scheduling, staffing, recruiting, marketing, care coordination, operations, customer service, administration, healthcare support, or similar roles.
Extremely familiar with and comfortable using Microsoft Office (Word, Excel, Outlook, Teams), laptops, tablets, and smart phones.
Strong computer proficiency and ability to learn and work in multiple software systems.
Ability to generate, evaluate and interpret data and formulate plans for corrective action / solutions identified.
A positive attitude and thoughtful progression to solutions in all internal and external partner interactions (phone, email, in person, etc.), including excellent telephone skills and ease of executing written and verbal conversations.
Proven ability to work as a team while managing work to meet daily, weekly and monthly deadlines.
Ability to succeed in a fast-paced environment requiring agility and flexibility in how work is approached, solved, and covered for teammates when necessary.
Demonstrates ability to manage several functions simultaneously.
Track record of successfully managing short and long-term projects simultaneously.
Professional verbal and written communication skills, and excellent documentation and process management.
Reliable attendance and punctuality.
Demonstrates dependability, tact, and ability to follow processes and procedures accurately, quickly, and with timely results.
Superior organization skills, and ability to manage multiple priorities with accuracy and attention to detail.
Successful state and federal background check and pre-employment drug test.

Nice To Haves

Associate degree in business, marketing, healthcare administration, or similar.
Minimum of 4 years paid / professional experience using: Microsoft Office systems (incl. Word, Excel, and Outlook), MS PowerPoint and Teams/Zoom.
Google/Chrome and similar internet browsers.
Appointment/Scheduling software (within Home Health setting is highly desirable).
Experience with databases, CRM, ATS, or HR software/systems, plus EMR/EHR platforms is a major plus.
Familiarity and recurring use of ChatGPT and/or other AI-powered tools is a major plus!
Experience coordinating people, schedules, appointments, projects, cases, referrals, or client services.
Knowledge of medical terminology, medical insurance, and/or healthcare and HIPAA regulations.
Background within home health agency or other medical provider business operations.
Experience and/or passion for effective marketing and communications (including Email Marketing and/or SMS tools).

Responsibilities

Organize and process incoming referrals in alignment with staffing opportunities and needs.
Build and maintain access to and visibility of all viable client referrals and referral sources via databases, portals, spreadsheets, and direct relationships.
Analyze information, identify matches, and claim cases before competing agencies.
Formally lock in cases and coordinate multiple moving parts internally and externally.
Make sound decisions in a fast-paced environment.
Work closely with scheduling, recruiting, and clinical teams to match the right field staff to new patient schedules.
Set up new hires with training courses, run background checks, verify experience and certifications, assign login credentials, and build complete employee profiles.
Audit employee files weekly to catch expiring documents before they impact patient care.
Enter data accurately into Electronic Medical Records (EMR) software and Applicant Tracking Systems (ATS).
Securely handle sensitive, confidential patient and medical data and employee records in strict accordance with HIPAA and company standards.
Review, process, and track incoming client referrals from multiple sources.
Enter client information accurately into company systems.
Verify referral information and required documentation.
Coordinate communication between referral sources, clients, scheduling teams, recruiting teams, and operational leadership.
Monitor referral pipelines and follow up on opportunities promptly.
Identify staffing options that align with client needs and service requirements.
Assist in securing new client admissions and service opportunities.
Evaluate client schedules, service needs, locations, and preferences.
Review caregiver availability, qualifications, skills, and geographic coverage.
Identify and recommend optimal caregiver-to-client matches.
Partner with recruiting and scheduling teams to ensure successful service placement.
Help maximize successful admissions by proactively solving staffing challenges.
Coordinate onboarding documentation and training assignments.
Assist with background screening processes.
Monitor completion of required onboarding tasks.
Ensure candidates meet all requirements before beginning work.
Support communication with new hires throughout the onboarding process.
Maintain accurate and confidential employee and client records.
Monitor compliance requirements and upcoming expirations.
Assist with audits, reporting, and documentation management.
Conduct background and verification checks as assigned.
Provide exceptional service to referral sources, clients, caregivers, applicants, and employees.
Resolve issues professionally and efficiently.
Communicate updates clearly and accurately across departments.