Client Services Coordinator

About Us:

Our employees and our patients are the foundation of our success, and their dedication is what truly makes Amazing Care… AMAZING!

Founded in 2004, Amazing Care Home Health Services was built on a simple but powerful belief: when employees are supported, empowered, and valued, exceptional patient care follows. For over two decades, we’ve remained committed to creating an environment where compassion, accountability, and quality are not just values—but daily standards.

We provide high-quality, in-home care to individuals and families, partnering closely with clinicians, caregivers, and operational teams to ensure patients receive timely, personalized support. At Amazing Care, we lead with integrity, collaboration, and a strong sense of ownership in everything we do.

We are proud to work alongside professionals who live our ARTIE values—Accountability, Recognition, Teamwork, Integrity, and Excellence every day.

Position Summary:

The Client Services Coordinator is responsible for supporting the day-to-day coordination of client services, caregiver communication, scheduling/payroll corrections, and documentation compliance and follow-up. This role serves as a key point of contact between clients, families, caregivers, clinical staff, admissions, and leadership to ensure services are coordinated efficiently, accurately, and in compliance with Amazing Care Home Health policies and applicable program requirements. This position will prepare schedules and related documentation for payroll and billing, including reviewing authorized hours, service dates, caregiver time entries, visit records, and supporting documentation to ensure accuracy, completeness, and compliance with client authorizations, payer requirements, and agency policies.

The Client Services Coordinator must be organized, professional, compassionate, and able to manage multiple priorities in a fast-paced home care environment. This position requires strong communication skills, attention to detail, and the ability to problem-solve while maintaining a high level of customer service.

Reports to: IHSS Director

Pay Range: $26.00 - $28.00 per hour

Status: Full-time

Location: Preferably Aurora Headquarters, mostly in office some flexibility for remote work

Essential Duties and Responsibilities:

Client and Family Support:

• Serve as a primary point of contact for clients, authorized representatives, families, and caregivers regarding service coordination, schedules, and general program questions.
• Communicate professionally and compassionately with clients and families to ensure they feel informed, supported, and heard.
• Assist Admissions/Client Care Coordinator with coordinating client meetings, care plan updates, paperwork completion, and service-related communication.
• Escalate client concerns, complaints, changes in condition, or service issues to the appropriate supervisor or clinical team member in a timely manner.

Scheduling and Service Coordination:

• Assist with building, updating, and maintaining client and caregiver schedules in Kantime.
• Ensure schedules align with approved care plans, authorized hours, client needs, and caregiver availability.
• Monitor schedule changes, missed visits, call-offs, and gaps in coverage.
• Help coordinate backup caregiver coverage when needed and communicate schedule changes clearly to all appropriate parties.
• Work collaboratively with caregivers, clients, and internal teams to support continuity of care.

Caregiver Coordination:

• Communicate with caregivers regarding schedules, client needs, documentation expectations, and agency requirements.
• Maintain consistent communication with caregivers to ensure availability, scheduling preferences, and work preferences are accurately documented and kept up to date.
• Assist HR and Admissions/Client Care Coordinator with caregiver onboarding coordination, pre-hire communication, and follow-up as needed.
• Support caregiver compliance with documentation, timekeeping, EVV, and care plan requirements.
• Identify caregiver performance or compliance concerns and escalate to the appropriate supervisor.

Documentation, Payroll, and Billing Compliance Support:

• Assist with reviewing schedules, service documentation, visit records, and care plan-related information for accuracy and completeness.
• Prepare, review, and maintain schedules and supporting documentation for payroll and billing purposes, ensuring services align with approved authorizations, care plans, payer requirements, and agency compliance standards.
• Follow up on missing, incomplete, or inconsistent documentation.
• Ensure service coordination activities are performed in accordance with company policies, payer requirements, and applicable regulations.
• Support chart clean-up, care plan updates, and compliance initiatives as directed by leadership.
• Ensure client charts are organized, accurate, complete, and kept up to date.
• Maintain accurate and timely records in the agency’s electronic health record system.

Intake and Internal Coordination:

• Collaborate with the Admissions/Client Care Coordinator, Intake, QA, internal clinical departments, HR, and operations teams to support smooth client admissions and ongoing services.
• Help ensure client information is entered accurately into agency systems.
• Participate in staff meetings, client review meetings, and interdisciplinary coordination as needed.

Customer Service and Problem Solving:

• Provide excellent customer service to clients, families, caregivers, referral partners, and internal team members.
• Respond to calls, emails, and messages in a timely and professional manner.
• Help resolve scheduling, communication, and service-related issues while escalating higher-level concerns appropriately.
• Maintain professionalism and confidentiality in all interactions.

Requirements

Required:

• High school diploma or equivalent.
• Previous experience in home health, home care, healthcare scheduling, client services, customer service, or administrative coordination preferred.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and adapt to changing needs.
• Ability to maintain confidentiality and professionalism.
• Comfortable using computers, email, Microsoft Office, and electronic documentation systems.

Preferred:

• Experience with Medicaid, IHSS, personal care, homemaker services, or home health programs.
• Experience with KanTime or another electronic health record/scheduling system.
• Knowledge of EVV, caregiver scheduling, service documentation, and care plan compliance.

Knowledge, Skills, and Abilities:

• Strong customer service mindset.
• Ability to communicate with empathy, patience, and professionalism.
• Strong follow-through and accountability.
• Ability to work independently and as part of a team.
• Ability to identify problems and escalate concerns appropriately.
• Strong attention to detail related to scheduling, documentation, and compliance.
• Ability to remain calm and solution-focused in stressful situations.
• Understanding of the importance of client safety, caregiver reliability, and regulatory compliance.

Physical and Work Environment Requirements:

• Primarily office-based position with frequent computer and phone use.
• May require prolonged periods of sitting, typing, and communicating by phone or email.
• Must be able to manage frequent interruptions and shifting priorities.
• May occasionally require travel to other office locations, client meetings, or agency events as needed.

Benefits

• Comprehensive Health Coverage: Medical, dental, and vision insurance options to support your overall health and well-being.
• Financial Protection: Life, disability, pet, and legal insurance options for added peace of mind.
• Paid Time Off: Generous paid time off to support work-life balance, rest, and personal needs.
• Weekly Pay: Enjoy the convenience and consistency of weekly pay.
• Supportive Work Environment: Benefits are part of a broader commitment to employee well-being within a stable and growing organization.

Why Join Us:

• Make a real impact: Be part of a mission-driven organization where your work directly supports individuals and families receiving critical in-home care. Your role plays a key part in ensuring clients are connected to services quickly and accurately.
• Collaborative, people-first culture: Join a supportive, team-oriented environment that values accountability, communication, and shared success. You’ll work closely with clinical and operational leaders who are invested in doing things the right way.
• Growth and development: Amazing Care is committed to developing talent from within. You’ll have opportunities to expand your skills, take on increased responsibility, and grow your career as the organization continues to scale.
• Competitive compensation and benefits: We offer a competitive salary, comprehensive benefits, and a stable work environment within a growing healthcare organization.

Position Expectations:

The Client Services Coordinator is expected to represent Amazing Care Home Health with professionalism, compassion, and integrity. This role plays an important part in ensuring clients receive reliable, coordinated care while supporting caregivers and internal teams in maintaining compliant, high-quality service delivery.

If you're passionate about making a difference and you meet the qualifications outlined above, we'd love to hear from you!