Office & Field Support Coordinator

Enchanted Hearts Home Care-posted 4 days ago
Part-time • Entry Level
Indianapolis, IN
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The Office & Field Support Coordinator plays a vital role in keeping daily operations organized, ensuring clients and caregivers are supported, and maintaining accurate schedules and documentation. This position provides a mix of in-office administrative support, caregiver and client coordination, and occasional field errands. When the Care Coordinator is in the field, you’ll confidently ensure nothing falls through the cracks. From handling time-sensitive client enquiries to maintaining accurate care records and coordinating staff schedules, your contribution will directly impact the quality of care we deliver and the reputation we uphold.

  • Scheduling & Authorizations: Create and maintain caregiver schedules in CareSmartz, ensuring hours match each client's authorized NOA (Number of Authorized hours).
  • Review NOAs received via fax and enter correct service type, Medicaid number, and monthly hours into CareSmartz.
  • Monitor upcoming authorizations and expiration dates, updating as needed.
  • Coordinate with Care Coordinator and Caregivers to fill open-shifts or schedule adjustments prompty.
  • Client & Caregiver Communication: Answer incoming calls, transfer or respond as appropriate compassionately; Assist with overflow calls when the Care Coordinator is unavailable.
  • Conduct 30-day client check-in calls to monitor satisfaction, note changes in health or care needs, and record updates.
  • Communicate with caregivers about compliance requirements, expired documents, or missing timesheets.
  • Collect missing caregiver paperwork (e.g., Timesheets and TB test results) and submit via email when needed.
  • Assist with general inquiries from clients, caregivers, and case managers via phone, email, and text.
  • Caregiver Compliance: Track and update caregiver TB test results (valid for 2 year).
  • Contact caregivers when renewal is needed and file updated documents in the client's folder.
  • Maintain organized compliance folders (digital and paper).
  • Office & Administrative Tasks: Open and sort mail; Deliver relevant documents to the correct team members.
  • Maintain office supplies and perform supply runs (Walmart, Kroger, etc.) for essentials such as paper products, drinks, and front desk items.
  • Keep the office organized and tidy, ensuring a professional environment.
  • Company Vehicles: Coordinate routine maintenance and cleaning for company vehicles (oil changes, brake checks, car washes, etc.)
  • Drop off and pick up vehicles from Prime Car Wash or Crew Car Wash as needed.
  • Client Transport & Support: Transport clients to medical appointments or meetings as assigned (e.g., when the Care Coordinator is unavailable or attending BDS meetings).
  • Represent the company professionally while supporting clients in transit.
  • Events & Marketing Support: Assist with marketing and community events (1 to 2 times weekly, typically Wednesdays and Fridays).
  • Help plan and setup for caregiver and client events (e.g., holiday parties, appreciation days).
  • General Support: Step-in as needed to assist with administrative tasks, special projects, or coverage for the Care Coordinator.
  • Maintain flexible and cooperative attitude to support smooth office operations.
  • Strong attention to detail and organization skills.
  • Reliable, professional, and able to handle multiple priorities.
  • Proficient with computer systems (CareSmartz preferred, or similar software)
  • Excellent communication skills, both written and verbal.
  • Valid Driver's License and has Own Reliable Transportation.
  • Minimum of two (2) years of experience in a Care Coordinator or similar role within the healthcare or home care industry.
  • Strong communication skills, with the ability to manage relationships with clients, families, caregivers, and case managers.
  • Highly organized with exceptional attention to detail, especially in documentation and compliance tasks.
  • Ability to manage multiple tasks efficiently and prioritize work in a fast-paced environment.
  • Compassionate and empathetic approach to client care, with a commitment to improving client's quality of life.
  • Valid Driver's License and Reliable Transportation for in-home assessments and marketing events.
  • Experience in Home Care or HealthCare administration is preferred.
  • Weekly pay via Direct Deposit
  • Bonus based on performance
  • Company parties
  • Competitive salary
  • Competitive Base Pay Structure
  • Employee Appreciation & Recognition
  • Anniversary Bonus
  • Performance Recognition
  • Incentive Bonus
  • Premium Holiday Pay
  • Professional Development
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