Intake & Administrative Coordinator

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

Salary : $20 - $23