Private Pay Intake Coordinator

Always Compassionate Home Care • Melville, NY

7d • Onsite

About The Position

The Private Pay Intake Coordinator is responsible for managing the intake process for prospective private pay clients and families, from initial inquiry through service initiation. This individual will educate prospective clients on available home care services, assess client needs, coordinate admissions activities, and ensure a seamless transition into care with Always Compassionate Home Care. The Private Pay Intake Coordinator will serve as a primary point of contact for clients, families, community partners, and internal departments. This role requires strong customer service, relationship-building, and organizational skills to effectively convert inquiries into active cases while ensuring a positive experience throughout the intake process. This position will work closely with Private Pay leadership, account managers, care coordination, scheduling, clinical teams, and billing departments to ensure all required documentation, service agreements, and operational requirements are completed accurately and efficiently.

Requirements

• Working knowledge of NYS Home Care operations and private pay services
• 3-5 years of experience in a home care, private duty, healthcare, or client services environment preferred
• Experience with intake coordination, admissions, sales, or customer relationship management preferred
• Excellent organizational and time-management skills
• Strong communication, interpersonal, and relationship-building skills
• Strong customer service background with the ability to work with clients and families during sensitive situations
• Ability to assess client needs and provide appropriate service recommendations
• Strong attention to detail with problem-solving and decision-making abilities
• Ability to manage multiple priorities in a fast-paced environment
• Bachelor’s degree preferred

Responsibilities

• Responds to private pay inquiries from prospective clients, families, and community referral sources
• Conducts initial client intake conversations to gather demographic, service, and care-related information
• Educates prospective clients and families regarding available home care services, scheduling options, and private pay processes
• Coordinates service agreements, required documentation, and client onboarding requirements
• Collaborates with scheduling and operations teams to ensure timely placement of caregivers based on client needs
• Communicates with clients and families regarding status updates, service timelines, and next steps
• Maintains accurate records of inquiries, admissions, client information, and intake activates
• Tracks and follows up with prospective clients to support conversion from inquiry to active case
• Builds and maintains relationships with community partners, referral sources, and potential private pay clients
• Documents and reports changes in client status, service requirements, caregiver assignments, and any concerns impacting service delivery
• Works collaboratively with internal teams to ensure a smooth transition from intake to ongoing care management
• Maintains confidentiality and compliance with HIPAA regulations and company policies
• Ability to use time efficiently while managing competing priorities
• Ability to work in a fast-paced environment with strong multitasking abilities
• Technically savvy – proficient in the use of smartphones, tablets, laptops, electronic health record systems, and other technology platforms
• Exceptional communication skills with demonstrated ability to provide timely follow-up and excellent customer service

Benefits

• 401(k)
• Health Insurance
• Dental/Vision
• Aflac
• Paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level