Care Coordinator

Position Title: Care Coordinator

Reports to: Care Coordinator Supervisor and Lead Scheduler
Department: Care Coordination Department

Summary

A Care Coordinator is responsible for facilitating and supporting the delivery of client services through coordination, communication, and administrative support. This includes scheduling clients, monitoring care plans, maintaining accurate records, and serving as a liaison between clients, providers, and internal teams. In addition to core responsibilities, the Care Coordinator will also manage authorization and reauthorization tasks—such as entering approved service codes, hours/units/visits into the system, and submitting authorizations for new clients. The role may also include additional assignments that extend beyond standard responsibilities to meet program goals and deadlines.

Caseloads begin at a minimum of 40 clients per Care Coordinator after training. Additional caseloads may be assigned for higher pay based on performance, demonstrated competency, and the financial stability and operational capacity of the agency. Salary adjustments are performance-based and may be influenced by experience, caseload volume, competency, incident reports, and the financial capacity of the company.

Primary Responsibilities:

Client Coordination & Service Support

• Coordinate services for clients by maintaining consistent communication with providers, family members, and other stakeholders.
• Schedule client services, appointments, and assessments, ensuring timely follow-up and documentation.
• Monitor client progress and ensure service delivery aligns with care plans.
• Maintain accurate documentation and timely entry of case notes, updates, and communications in the system.
• Participate in case conferences and interdisciplinary team meetings as needed.
• Identify and address barriers to care, advocating for client needs as appropriate.

Added Responsibilities (July 2025 Update):

• Timely submission of caregiver timesheets.
• Meeting with clients to review care plans, explain services, and conduct in-person or in-home training with client consent.
• Responsibility for requesting authorization and submitting it to the Care Coordinator Supervisor for approval.
• Clocking and matching caregivers to client needs.
• Coordination with the Lead Scheduler for scheduling issues.
• Clarification that there is no maximum client limit due to inevitable client growth.

Authorization/Reauthorization Tasks

• Enter and update clients’ approved service codes, hours, units, and visits in the system accurately.
• Submit authorization requests for new clients in a timely manner.
• Track and manage reauthorization timelines to ensure there are no disruptions in service.
• Collaborate with internal and external parties to obtain required documentation for authorizations.

Documentation & Compliance

• Maintain accurate and timely documentation of services in AlayaCare.
• Track service delivery, visit verification, and care plan status.
• Ensure all documentation meets HIPAA, California Department of Social Services (CDSS), and agency standards.
• Submit reports, incident updates, and service logs per agency protocol.

Client Follow-up & Quality Assurance

• Monitor client progress and flag concerns or barriers to the supervisor.
• Follow up on missed visits, cancellations, or changes in client condition.
• Assist in incident reporting and support investigations as needed.

Communication & Collaboration

• Maintain professional and timely communication with clients, caregivers, and providers.
• Notify the Lead Coordinator Scheduler or Care Coordinator Supervisor of any urgent issues or risk-related concerns.
• Participate in care team meetings and case discussions.
• Document all communications and updates in the case management system.

Qualifications and Education Requirements

• High School Diploma or GED (Required).
• This position requires travel assignments ranging from 5-85% of the time, depending on client needs (Assessment, Reassessment, and In-home Training for caregivers.)
• Associate's or Bachelor's degree in Healthcare Administration, Social Work, Nursing, or a related field (Preferred).
• 1 years of experience in home care, healthcare, social services, or a related field (Preferred).
• Experience with care coordination, scheduling, or case management is a plus.
• Strong interpersonal and communication skills.
• Proficiency in care management software and Microsoft Office Suite.
• Working knowledge of HIPAA, Title 22, and California health service coordination regulations.
• Completion of ongoing training requirements (5 hours of annual training).
• Successful completion of a background check and fingerprint clearance through the California Department of Justice.
• Ability to pass TB Test.
• Permanent resident card (if applicable).
• Employment authorization (if applicable).
• Must be a US Citizen.
• Valid Driver’s License and reliable vehicle

Workplace Environment

The Care Coordinator typically works in a healthcare or social services setting, where strong organizational, communication, and problem-solving skills are essential to ensuring high-quality care for clients. The workplace is often fast-paced and emotionally demanding, requiring excellent interpersonal skills, leadership abilities, and a commitment to improving patient outcomes.

Job Type: Full-time

Pay: $20.00 - $28.00 per hour

Expected hours: 40 per week

Work Location: In person

Salary : $20 - $28