Position Summary

Home Care Network, Inc. (HCN), one of Ohio and Indiana's leading home care and home health agency providers, is growing rapidly and seeking an exceptional Intake & Staffing Coordinator to help connect clients with caregivers and ensure a smooth onboarding experience for both.

This is not a traditional administrative role. This is not a passive data-entry job where you wait for work to be handed to you.

Every day, our Intake & Staffing Coordinators review dozens to hundreds of incoming client referrals and service needs with a mission to find the best, exact cases to match our new candidates and current employees, as well as help identify where our next growth market should be focused. Success requires the ability to establish and maintain access and visibility to all viable client cases in Ohio and Indiana, quickly analyze information, identify matches, claim cases before competing agencies do, formally lock them in, coordinate multiple moving parts internally and externally, and make sound decisions in a fast-paced environment.

The ideal candidate enjoys solving puzzles, connecting people with opportunities, managing competing priorities, and bringing order to complexity. They take pride in accuracy, move with urgency, and genuinely enjoy helping people.

This role serves as a critical link between our clients, caregivers, recruiting team, scheduling team, HR, referral sources, field staff regional leaders, and operational leadership. The right person will have an opportunity to make a meaningful impact on the lives of clients and caregivers while building a long-term career with a growing healthcare organization.

Summary of Responsibilities

• Find & Secure New Clients: Organize and process incoming referrals in alignment with our staffing opportunities and needs, build and maintain premium access to and visibility of all viable client referrals and referral sources via databases, portals, and spreadsheets - as well as through direct relationships with Client Case Managers and MCOs.

• Coordinate Care Logistics: Work closely with our scheduling, recruiting, and clinical teams to match the right field staff to new patient schedules.

• Support Client & Employee Onboarding Processes: Set up new hires with training courses, run background checks, verify experience and certifications, assign login credentials, and build complete employee profiles.

• Maintain 100% Compliance: Audit employee files weekly to catch expiring documents (like licenses or certifications) before they impact patient care, enter data accurately into our Electronic Medical Records (EMR) software and Applicant Tracking Systems (ATS).

• Protect Privacy: Securely handle sensitive, confidential patient and medical data and employee records in strict accordance with HIPAA and company standards.

This position receives extensive training and ongoing support. However, individuals who thrive in this role are naturally organized, resourceful, and motivated to solve problems independently.

Reports To: HR & Intake Manager / Director of Operations

Ideal Background

Rather than requiring healthcare experience, we are open to individuals with demonstrated success in fast-paced coordination environments.

Candidates may come from backgrounds such as:

• Staffing Coordination
• Customer Service
• Marketing Support
• Scheduling
• Recruiting Support
• HR Support
• Healthcare Administration
• Insurance Verification
• Admissions/Intake
• Case Coordination
• Logistics
• Hospitality Management
• Office Administration
• Banking Operations
• Project Coordination
• Retail Leadership
• Travel Coordination
• Call Center Operations

ESSENTIAL RESPONSIBILITIES

Intake & Referral Coordination

• Review, process, and track incoming client referrals from multiple sources.
• Enter client information accurately into company systems.
• Verify referral information and required documentation.
• Coordinate communication between referral sources, clients, scheduling teams, recruiting teams, and operational leadership.
• Monitor referral pipelines and follow up on opportunities promptly.
• Identify staffing options that align with client needs and service requirements.
• Assist in securing new client admissions and service opportunities.

Client & Caregiver Matching

• Evaluate client schedules, service needs, locations, and preferences.
• Review caregiver availability, qualifications, skills, and geographic coverage.
• Identify and recommend optimal caregiver-to-client matches.
• Partner with recruiting and scheduling teams to ensure successful service placement.
• Help maximize successful admissions by proactively solving staffing challenges.

Employee Onboarding Support

• Coordinate onboarding documentation and training assignments.
• Assist with background screening processes.
• Monitor completion of required onboarding tasks.
• Ensure candidates meet all requirements before beginning work.
• Support communication with new hires throughout the onboarding process.

Compliance & Administration

• Maintain accurate and confidential employee and client records.
• Monitor compliance requirements and upcoming expirations.
• Assist with audits, reporting, and documentation management.
• Conduct background and verification checks as assigned.

Customer & Partner Relations

• Provide exceptional service to referral sources, clients, caregivers, applicants, and employees.
• Resolve issues professionally and efficiently.
• Communicate updates clearly and accurately across departments.