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 DirectorPay Range: $26.00 - $28.00 per hourStatus: Full-timeLocation: Preferably Aurora Headquarters, mostly in office some flexibility for remote workEssential 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 questionsCommunicate professionally and compassionately with clients and families to ensure they feel informed, supported, and heardAssist Admissions/Client Care Coordinator with coordinating client meetings, care plan updates, paperwork completion, and service-related communicationEscalate client concerns, complaints, changes in condition, or service issues to the appropriate supervisor or clinical team member in a timely mannerScheduling and Service Coordination:Assist with building, updating, and maintaining client and caregiver schedules in KantimeEnsure schedules align with approved care plans, authorized hours, client needs, and caregiver availabilityMonitor schedule changes, missed visits, call-offs, and gaps in coverageHelp coordinate backup caregiver coverage when needed and communicate schedule changes clearly to all appropriate partiesWork collaboratively with caregivers, clients, and internal teams to support continuity of careCaregiver Coordination:Communicate with caregivers regarding schedules, client needs, documentation expectations, and agency requirementsMaintain consistent communication with caregivers to ensure availability, scheduling preferences, and work preferences are accurately documented and kept up to dateAssist HR and Admissions/Client Care Coordinator with caregiver onboarding coordination, pre-hire communication, and follow-up as neededSupport caregiver compliance with documentation, timekeeping, EVV, and care plan requirementsIdentify caregiver performance or compliance concerns and escalate to the appropriate supervisorDocumentation, Payroll, and Billing Compliance Support:Assist with reviewing schedules, service documentation, visit records, and care plan-related information for accuracy and completenessPrepare, 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 standardsFollow up on missing, incomplete, or inconsistent documentationEnsure service coordination activities are performed in accordance with company policies, payer requirements, and applicable regulationsSupport chart clean-up, care plan updates, and compliance initiatives as directed by leadershipEnsure client charts are organized, accurate, complete, and kept up to dateMaintain accurate and timely records in the agency's electronic health record systemIntake 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 servicesHelp ensure client information is entered accurately into agency systemsParticipate in staff meetings, client review meetings, and interdisciplinary coordination as neededCustomer Service and Problem Solving:Provide excellent customer service to clients, families, caregivers, referral partners, and internal team membersRespond to calls, emails, and messages in a timely and professional mannerHelp resolve scheduling, communication, and service-related issues while escalating higher-level concerns appropriatelyMaintain professionalism and confidentiality in all interactionsRequirementsRequired:High school diploma or equivalentPrevious experience in home health, home care, healthcare scheduling, client services, customer service, or administrative coordination preferredStrong verbal and written communication skillsExcellent organizational skills and attention to detailAbility to manage multiple priorities and adapt to changing needsAbility to maintain confidentiality and professionalismComfortable using computers, email, Microsoft Office, and electronic documentation systemsPreferred:Experience with Medicaid, IHSS, personal care, homemaker services, or home health programsExperience with KanTime or another electronic health record/scheduling systemKnowledge of EVV, caregiver scheduling, service documentation, and care plan complianceKnowledge, Skills, and Abilities:Strong customer service mindsetAbility to communicate with empathy, patience, and professionalismStrong follow-through and accountabilityAbility to work independently and as part of a teamAbility to identify problems and escalate concerns appropriatelyStrong attention to detail related to scheduling, documentation, and complianceAbility to remain calm and solution-focused in stressful situationsUnderstanding of the importance of client safety, caregiver reliability, and regulatory compliancePhysical and Work Environment Requirements:Primarily office-based position with frequent computer and phone useMay require prolonged periods of sitting, typing, and communicating by phone or emailMust be able to manage frequent interruptions and shifting prioritiesMay occasionally require travel to other office locations, client meetings, or agency events as neededBenefitsComprehensive 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 organizationWhy 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 organizationPosition 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!