Intake & Outreach Coordinator

Intake & Outreach Coordinator ReMarkable

TLCP LLC

Southfield, MI Job Details Part-time From $18.50 an hour 1 day ago Benefits Health insurance Dental insurance Vision insurance Qualifications Microsoft Word Microsoft Excel Microsoft Outlook Administrative experience Business development Microsoft Teams Full Job Description Job Overview

PAY IS MONTHLY

We are seeking a dynamic and compassionate Intake & Outreach Coordinator . The Intake & Outreach Coordinator is the primary afternoon office lead and the voice of the office during their shift. This role is predominantly call-based — handling all inbound calls and placing outbound calls to hospitals, doctors' offices, law offices, and other referral sources to grow new business. In addition to call management, this role moves potential new clients through intake, supports new employee hiring intake, assists with credentialing and insurance updates, maintains the CRM Tracking System and call log sheets, tracks employee compliance, and completes a required daily logbook handoff. This position ensures every call, client, employee, and business interaction is documented, followed up on, and nothing falls through the cracks.

Schedule Part-time:

1:00 PM - 5:00 PM Required Skills & Systems Microsoft 365 experience required (Outlook, Excel, Word, Teams) Must maintain all Excel sheets: neat, up to date, no missing lines, and in alphabetical order at all times Core Responsibilities Inbound Calls & Office Coverage (During Shift) Handle all inbound calls and messages during shift, including: ◦ Employee call-offs and urgent schedule issues ◦ Potential new client inquiries ◦ New employee/hiring inquiries Log every call on the call log sheets — no exceptions. Maintain a calm, professional tone and set clear expectations for next steps and callback timing. Check Owner voicemail without deleting (so Owner can review if needed) and log all urgent messages on the call log sheet.

Start of shift:

10 minutes only to check your own email and voicemail. Outbound Business Development Calls Place outbound calls to hospitals, doctors' offices, law offices, and other referral sources to introduce ReMarkable TLCP and generate new business. Build and maintain a call list of referral targets; track all outreach in the CRM Tracking System. Log every outbound call on the call log sheet including contact name, organization, date, outcome, and follow-up needed. Follow up consistently with warm contacts to build referral relationships. Report outreach activity and outcomes to Owner as directed. Credentialing & Insurance Updates Support credentialing processes. Contact insurance companies to update agency information as needed (address changes, contact updates, policy updates, etc.). Ensure all insurance company records reflect current and accurate agency information. Log all credentialing and insurance-related actions in the CRM Tracking System and document updates in Excel sheets. Flag any incomplete or pending credentialing items to the Owner the same day(can be via logbook)

Intake:

Potential/New Clients Respond to all potential new client calls and questions. Check HHA for new clients and action accordingly. Inform every new client upfront that placement follows a 4-week process and that they will receive weekly update calls from this office. Place weekly update calls to both the new client and their assigned/pending caregiver throughout the full 4-week process — no client or caregiver left without an update. Schedule and confirm access/assessment dates as needed. Support clients with paperwork completion and next steps. Call DHS and/or insurance companies to check the status of client applications and follow up as needed. Flag any delayed, denied, or pending applications to the Owner the same day. Log all client-related interactions, weekly update calls, DHS/insurance status calls, and outcomes in the CRM Tracking System and on the call log sheet. HHA Account Maintenance Regularly review HHA for outdated or inactive placements. Clean up old HHA placements for clients who are no longer active — mark them as inactive promptly within the same shift they are identified. Keep HHA records accurate and current at all times.

Hiring Intake:

New Employees Respond to all new employee calls and hiring questions. Verbally guide new employees through required onboarding paperwork and next steps weekly. Schedule office visits for paperwork support when needed. Check

SAMS/OIG

in the CRM Tracking System for every new hire. Run background checks before hiring; log results in the CRM Tracking System via Otis. Log all employee-related interactions, updates, and outcomes in the CRM Tracking System. Employee Compliance Tracking Ensure training modules are assigned and completed as required. Ensure every employee has a background check logged before their first shift. Flag missing or overdue compliance items immediately and document all follow-ups in the CRM Tracking System. Visit Coordinating (As Needed) Conduct home care visits with the client/worker when required. Confirm date/time, location, and any special instructions in advance. Ensure the right parties are informed (client/family, staff, Owner/Admin A as applicable). Document all visit details and changes in the logbook and CRM Tracking System. Administrative Duties (As Needed) Check for updates to the insurance policy and MDHHS in the CRM Tracking System and any new leads. Check for updates to all incoming leads and respond accordingly. Reply to every email from Owner — no exceptions. Reply to all emails as needed — every email receives a response, no email left unanswered. Log all scheduled activities, appointments, visits, and key deadlines on the Owner's Google Calendar. Keep the calendar current and up to date every shift — no gaps. Complete additional administrative tasks assigned by the Owner. Maintain organized records and clear communication with Admin A. Social Media Create 3 posts per platform per day in the CRM Tracking System, on schedule. Documentation & Logbook (Mandatory)

Call Log Sheets:

Every inbound and outbound call during the shift must be logged — no exceptions.

CRM Tracking System:

All client, employee, and business development interactions, updates, and outcomes must be logged before the end of the shift.

Excel Sheets:

All Excel sheets kept neat, up to date, no missing lines, and in alphabetical order at all times.

Daily Logbook:

◦ At the end of every shift, write what was completed and what is pending for the next shift. ◦ If nothing is pending, write: "Everything is complete. No pending items for next shift." ◦ Sign and date every entry. ─────────────────────────────────────────────

Performance Expectations Inbound Calls:

All inbound calls answered during the shift; missed calls, texts, and emails returned within 30 minutes during the current shift. Call-offs try to resolve with floaters. Any urgent issues escalated to the Owner or Administrator within 15 minutes of receipt.

Outbound Business Development:

Outbound calls placed to referral targets (hospitals, doctors, lawyers, etc.) each shift as assigned. All outreach is logged onto the call log sheet and in the CRM Tracking System in the same shift.

Credentialing & Insurance Updates:

All credentialing tasks and insurance company updates completed as assigned. Pending or incomplete items flagged to Owner same day.

New Client Inquiries:

All potential new client inquiries receive a response within the same shift. Assessment/access dates scheduled or confirmed within 48 hours of initial contact. Paperwork next steps communicated before end of call. All new clients and caregivers informed upfront of the 4-week process. Weekly update calls completed for all 4 weeks — no client or caregiver left without an update. DHS and insurance company status calls made as needed; all outcomes logged same day. Delayed, denied, or pending applications flagged to Owner immediately.

Hiring Inquiries:

All new employee/hiring inquiries acknowledged same shift. Onboarding paperwork walkthrough completed or scheduled within 48 hours of inquiry.

HHA Maintenance:

New clients checked in HHA each shift. Inactive/no-longer-active clients cleaned up and marked inactive within same shift they are identified.

Call Log Sheets:

100% of inbound and outbound calls logged — no gaps, no exceptions.

CRM Documentation:

All interactions logged before end of shift. Late or missing entries flagged to Owner same day.

Excel Sheets:

All sheets maintained neat, up to date, no missing lines, and in alphabetical order at all times.

Compliance Tracking:

Background check logged before first shift for every hire. Training modules assigned within 3 business days of hire. Missing or overdue items flagged to Owner within 24 hours of identifying the gap.

Owner's Google Calendar:

All activities, visits, appointments, and deadlines logged and updated before end of shift.

Social Media:

3 posts per platform per day created in the CRM Tracking System, on schedule.

Email Replies:

100% reply rate to all emails — Owner emails same shift when possible, all other emails responded to as needed with no email left unanswered.

Daily Logbook:

Completed, signed, and dated before end of every shift — no exceptions. At ReMarkable TLCP, every call you answer, every client you guide, and every connection you make contributes to something bigger — compassionate, dignified care for the people who need it most. Join our team and be the voice that families & co workers count on.

Pay:

From $18.50 per hour

Benefits:

Dental insurance Health insurance Vision insurance Application Question(s): Are you comfortable making and receiving a high volume of calls daily in a professional setting? Are you a self-starter who can identify and pursue new business opportunities without being directed? Are you proficient in Microsoft 365 (Outlook, Excel, Word, Teams)? Is at least 1-2 years of experience in an administrative, intake, or office coordinator role listed on your resume?

Experience:

Microsoft 365: 2 years (Preferred)

Work Location:

In person