Preferred Care at Home of Boca Raton and Delray Beach
Client Services & Intake Coordinator
Preferred Care at Home of Boca Raton and Delray Beach, Boca Raton, Florida, us, 33481
Job Summary
Client Services & Intake Coordinator sought to support our private duty Private pay client and those with long-term care insurance (LTCI) home care operations in Region 9, Florida (North: Jupiter and South: Boca Raton along the coast). This role serves as the primary point of contact for our clients and their families and is responsible for managing the full intake and onboarding process from start to finish with attention to detail and customer service.
This position is ideal for someone who is organized, proactive, and a true team player—someone who understands the pace of home care and is willing to jump in where needed to ensure our clients are supported and care runs smoothly.
Key Responsibilities Client Intake & Onboarding (Private Pay & LTC)
Receive new referrals from Marketing and complete full client intakes from top to bottom
Collect and verify all required client demographics, care needs, service preferences, and emergency contacts
Complete and organize all intake documentation, assessments, and service agreements for both private pay and LTCI (Long Term Care Insurance) clients
Ensure all client information is entered accurately and securely in agency systems
Client & Family Relations
Serve as the primary point of contact for clients and their families throughout the life of the case
Communicate clearly and professionally regarding services, schedules, expectations, and next steps
Act as a liaison between clients, families, and the Staffing Coordinator to ensure proper caregiver matching and continuity of care
Team Collaboration & Cross-Department Support
Work closely with Staffing to ensure all client details, schedules, and care requirements are clearly communicated
Coordinate with Billing to ensure all required client and LTCI information is complete and ready for billing purposes
Partner with Marketing to ensure a smooth handoff from initial inquiry through completed intake, participate in marketing activities when requested
Jump in to support other departments as needed, including client communication, coverage coordination, and operational follow-ups
Quality Assurance & Follow-Ups
Conduct and document on-time 48-hour Quality Assurance (QA) check-ins for all new clients
Conduct and document on-time 90-day QA reviews to confirm satisfaction, coverage, and overall service quality
Identify concerns early and elevate appropriately to leadership to ensure timely resolution
In-Home Assessments & Field Support
Conduct in-home assessments or client visits as needed to support intake completion, service transitions, or QA
Observe client needs, home environment, and safety considerations to support accurate care planning
Communicate findings clearly with Staffing, Billing, and Operations
Compliance & Documentation
Maintain complete, accurate, and up-to-date client records in accordance with Florida regulations and agency policies
Ensure confidentiality and proper handling of all client information
Qualifications
Minimum
2–3 years of experience
in home care or home health (LTCI experience preferred)
Strong understanding of private pay and LTC
Ability to work collaboratively across departments and adapt to changing priorities
Willingness to travel locally within
Region 9
(North: Jupiter and South: Boca Raton along the coast) for in-home visits as needed
Strong communication, organization, and follow-through skills
Comfortable in a fast-paced, hands-on, team-oriented environment
Preferred Skills
Experience with client intake, care coordination, and quality follow-ups
Familiarity with Florida home care requirements
Experience using home care management systems (WellSky or similar preferred)
Strong problem-solving skills and a “team first” mindset
Good documentation skills with concise, professional, coherent communications
Adept at using technology including computers, typing, phones etc.
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This position is ideal for someone who is organized, proactive, and a true team player—someone who understands the pace of home care and is willing to jump in where needed to ensure our clients are supported and care runs smoothly.
Key Responsibilities Client Intake & Onboarding (Private Pay & LTC)
Receive new referrals from Marketing and complete full client intakes from top to bottom
Collect and verify all required client demographics, care needs, service preferences, and emergency contacts
Complete and organize all intake documentation, assessments, and service agreements for both private pay and LTCI (Long Term Care Insurance) clients
Ensure all client information is entered accurately and securely in agency systems
Client & Family Relations
Serve as the primary point of contact for clients and their families throughout the life of the case
Communicate clearly and professionally regarding services, schedules, expectations, and next steps
Act as a liaison between clients, families, and the Staffing Coordinator to ensure proper caregiver matching and continuity of care
Team Collaboration & Cross-Department Support
Work closely with Staffing to ensure all client details, schedules, and care requirements are clearly communicated
Coordinate with Billing to ensure all required client and LTCI information is complete and ready for billing purposes
Partner with Marketing to ensure a smooth handoff from initial inquiry through completed intake, participate in marketing activities when requested
Jump in to support other departments as needed, including client communication, coverage coordination, and operational follow-ups
Quality Assurance & Follow-Ups
Conduct and document on-time 48-hour Quality Assurance (QA) check-ins for all new clients
Conduct and document on-time 90-day QA reviews to confirm satisfaction, coverage, and overall service quality
Identify concerns early and elevate appropriately to leadership to ensure timely resolution
In-Home Assessments & Field Support
Conduct in-home assessments or client visits as needed to support intake completion, service transitions, or QA
Observe client needs, home environment, and safety considerations to support accurate care planning
Communicate findings clearly with Staffing, Billing, and Operations
Compliance & Documentation
Maintain complete, accurate, and up-to-date client records in accordance with Florida regulations and agency policies
Ensure confidentiality and proper handling of all client information
Qualifications
Minimum
2–3 years of experience
in home care or home health (LTCI experience preferred)
Strong understanding of private pay and LTC
Ability to work collaboratively across departments and adapt to changing priorities
Willingness to travel locally within
Region 9
(North: Jupiter and South: Boca Raton along the coast) for in-home visits as needed
Strong communication, organization, and follow-through skills
Comfortable in a fast-paced, hands-on, team-oriented environment
Preferred Skills
Experience with client intake, care coordination, and quality follow-ups
Familiarity with Florida home care requirements
Experience using home care management systems (WellSky or similar preferred)
Strong problem-solving skills and a “team first” mindset
Good documentation skills with concise, professional, coherent communications
Adept at using technology including computers, typing, phones etc.
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