Guardian Angels Home Care, LLC is seeking a highly organized, dependable, compassionate, and proactive Intake & Administrative Coordinator. This position is designed to take ownership of the agency's day-to-day intake, referral follow-up, and general office support so that prospective clients receive timely attention and routine administrative work continues to move forward.

Primary priority:

Intake, referrals, family communication, and moving qualified referrals toward admission.

Secondary priority:

Administrative and office support. Key Responsibilities Receive and process new client inquiries and referrals from families, case managers, hospitals, physicians, community partners, and other referral sources. Contact prospective clients and families promptly; explain services and the general intake process. Collect demographic, insurance, physician, case-management, program, and other required intake information. Maintain the agency referral tracker and document referral source, current status, missing items, last contact, next follow-up, and final outcome. Follow up consistently with families, case managers, social workers, physician offices, and other referral sources regarding missing or incomplete documentation. Coordinate intake appointments and assessments with clinical staff and management. Identify stalled referrals and take appropriate follow-up action rather than allowing referrals to sit without activity. Answer and route office calls; assist with routine correspondence and appointment scheduling. Scan, upload, organize, and maintain client, referral, and general office documents in approved company systems. Prepare routine forms, letters, contact lists, and other administrative documents. Assist with caregiver onboarding paperwork, employee/client file organization, scheduling support, and other general office functions as assigned. Support the Community Liaison by receiving leads, documenting referral-source contacts, and completing appropriate office follow-up. Maintain confidentiality, HIPAA compliance, professionalism, and accurate documentation at all times. Technology & Office Skills Proficient in Microsoft 365, including Microsoft Word, Excel, Outlook, and Teams. Strong working knowledge of Excel spreadsheets, including creating, updating, organizing, and maintaining referral and administrative tracking logs. Comfortable with data entry, electronic filing, scanning, uploading, emailing, and maintaining digital records. Ability to learn and work efficiently in EVV, scheduling, client-management, and home-care software systems. Comfortable navigating multiple online healthcare portals and computer systems. Strong typing, documentation, and recordkeeping skills with excellent attention to detail. Ability to organize electronic files and maintain accurate, confidential client and employee information. Able to troubleshoot routine computer/office issues and learn new technology quickly. Qualifications Previous home care, home health, healthcare, medical office, intake, admissions, case-management support, or administrative experience preferred. Medicaid waiver, healthcare referral, insurance verification, or home-care experience is a plus. Excellent telephone, interpersonal, organizational, and follow-up skills. Strong attention to detail and ability to manage multiple referrals and deadlines. Comfortable communicating professionally with families, case managers, social workers, physicians, nurses, caregivers, and community partners. Computer proficiency and ability to learn agency software and office systems. Dependable, self-directed, and able to recognize what needs attention without constant supervision. Bilingual English/Spanish is a plus.

Pay:

$20.00 - $23.00 per hour Expected hours: 32.0 - 40.0 per week

Benefits:

401(k) Flexible schedule Paid time off Retirement plan

Work Location:

In person