Intake Coordinator (US-Based Homecare Agency)

Remote
Full Time
Mid Level

About SmartScale360

SmartScale360 is a U.S.-based outsourcing and staffing agency headquartered in Vermont, providing exceptional English-speaking offshore professionals to businesses and entrepreneurs across North America. Backed by over 20 years of industry experience, we help home care agencies and service providers scale effectively through trusted, long-term partnerships built on commitment, professionalism, and integrity.

Role Overview

The Intake Coordinator serves as the first point of contact for potential clients and families seeking home care services. This role requires a balance of care coordination expertise and digital communication proficiency, ensuring smooth intake operations while contributing to the agency’s online presence.

You’ll be responsible for managing client inquiries, organizing assessments, and maintaining complete and accurate documentation — while also supporting the agency’s social media and digital outreach efforts to enhance visibility and engagement within the community.

Key Responsibilities

Intake & Client Coordination:

  • Serve as the initial point of contact for new client and referral inquiries via phone, email, or social media.
  • Conduct preliminary screening to determine client needs and service eligibility.
  • Schedule in-home or virtual assessments and coordinate follow-up care with the nursing or scheduling team.
  • Maintain accurate client and caregiver records in systems such as WellSky, Access Care, or other EMR platforms.
  • Ensure compliance with state and agency-specific documentation requirements.
  • Collaborate with the Care Coordinator or Case Manager to ensure seamless transition from intake to service delivery.
  • Provide compassionate, timely, and professional communication to clients and family members.

Home Care Coordination Support:

  • Monitor caregiver availability and match clients with suitable caregivers based on qualifications, location, and preferences.
  • Assist in managing caregiver schedules, absences, and replacements to prevent service interruptions.
  • Support quality assurance by following up on client satisfaction and service feedback.
  • Prepare daily and weekly intake and coordination reports for management review.
  • Collaborate with recruiting or HR teams for onboarding new caregivers aligned with intake demands.

Social Media & Digital Communication:

  • Manage and update the agency’s social media accounts (Facebook, Instagram, LinkedIn, etc.) to reflect ongoing programs, caregiver highlights, and service promotions.
  • Draft and schedule posts promoting home care awareness, caregiver appreciation, and local community engagement.
  • Respond promptly to messages, inquiries, and reviews on social platforms to maintain positive engagement.
  • Coordinate simple campaigns, contests, or community spotlights aligned with the agency’s goals.
  • Track post performance and engagement metrics, providing monthly reports with improvement suggestions.

Administrative & Reporting:

  • Prepare and organize intake documentation and reports.
  • Maintain confidentiality and ensure all client data complies with HIPAA standards.
  • Handle general administrative tasks such as data entry, file management, and email correspondence.
  • Support the client and SmartScale360 team with other duties as assigned.

Qualifications:

  • Bachelor’s degree in Healthcare Administration, Nursing, Communications, Marketing, or related field preferred.
  • Minimum 2 years of experience in Home Care Intake, Client Services, or Care Coordination.
  • Experience in social media management, online engagement, or digital outreach.
  • Familiarity with home care regulations, caregiver scheduling, and intake workflows.
  • Proficiency in CRM or EMR tools such as WellSky, Access Care, AlayaCare, or equivalent systems.
  • Excellent English communication skills — written and verbal.
  • Strong attention to detail, follow-through, and organization skills.
  • Ability to multitask and manage priorities in a fast-paced remote environment.
  • Compassionate and professional demeanor when interacting with clients and families.
  • Knowledge of social media tools (Canva, Meta Business Suite, Hootsuite) is an advantage.

Preferred Skills:

  • Previous experience in a Home Care Coordinator, Scheduler, or Client Liaison role.
  • Familiarity with U.S. healthcare or home care industry standards.
  • Background in basic marketing or community outreach.
  • Comfortable working in multiple time zones.

Why Join SmartScale360:

  • Be part of a people-first organization committed to integrity, professionalism, and employee growth.
  • Access structured training, evaluation, and incentive programs.
  • Work remotely with U.S. clients while being supported by a dedicated local team.
  • Join a growing company that values long-term relationships and employee well-being.
  • Join our team and play a key role in ensuring seamless caregiver scheduling and exceptional patient care!
  • Learn more about us at www.smartscale360.com

  • Follow Us on LinkedIn for Career Updates!

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