Home Care Intake and Scheduling Coordinator

The role

Neon Link places intake and scheduling coordinators with US home care agencies. You'll work referral intake paperwork, build and fill caregiver shifts in the agency's scheduling software, such as WellSky, AxisCare, AlayaCare or HHAeXchange, confirm upcoming shifts with caregivers and clients, and flag missed clock-ins to the office as soon as you see them. You'll also track authorization and caregiver document expirations so nothing lapses, and keep families and caregivers updated when the schedule changes. You don't do clinical assessments, write care plans, make hiring decisions or take on-call nursing calls: that stays with the agency's licensed and management staff. It's a business-hours role, not 24/7 coverage. It matters because an open shift is a client who goes without care that day, and a lapsed authorization is a visit the agency may not get paid for. People do well here when they stay calm while rebuilding a schedule at short notice, confirm everything in writing, and treat client health information with care. Day to day you'll work with the office manager and scheduling team at one US agency, as part of their team, with Neon Link behind you. In your cover note, name the home care scheduling software you've used and tell us how you'd fill a shift that opens an hour before it starts. The client meets you for a final interview before you start. Selected candidates are interviewed now and matched to a client engagement as it opens.

What you'll do

• Work referral intake: log each new referral, collect the intake paperwork and documents the agency requires, and hand the complete file to the office for the assessment visit
• Build and maintain the caregiver schedule in the agency's scheduling software, matching open shifts to available caregivers by the rules the office sets
• Fill open and call-out shifts: reach available caregivers by phone and text, confirm coverage, and tell the office right away when a shift can't be filled
• Confirm upcoming shifts with caregivers and clients, and record every confirmation and change
• Watch the electronic visit verification (EVV) or clock-in report during your shift and flag missed or late clock-ins to the office as soon as they show
• Track client authorization end dates and visit limits, and caregiver document expirations such as licenses, health screenings and training records, and warn the office before anything lapses
• Update families and caregivers on schedule changes by phone, text and email, and pass every care or health question to the agency's clinical staff
• Keep client and caregiver records, contact details and notes current in the scheduling software
• Send the office manager a short weekly summary of open shifts, missed visits, and authorizations and documents coming due

What you bring

• 2 or more years scheduling caregivers or handling intake for a US home care or home health agency, or in a US medical office
• Comfortable rebuilding a schedule at short notice by phone and text, without losing track of who confirmed
• Clear, warm English on the phone at B2 level or better with caregivers, families and referral sources
• Careful with health information: you follow HIPAA minimum necessary, keep client records off personal devices, and share only what the agency allows
• Clear on the line: you don't do clinical assessments, write care plans, make hiring decisions or give care advice, and you hand those questions to the agency's licensed and management staff
• Able to work US business hours, a night shift that usually starts between 9pm and 1am Manila time depending on the client's time zone; some clients need weekend coverage, set before you start
• A quiet, private workspace where client health information can't be seen or overheard, wired internet of at least 25 Mbps with a backup connection, a plan for power outages, a computer that runs the client's tools, and a headset for calls
• Willing to sign a confidentiality agreement and pass a background check
• Education: any bachelor's degree preferred, not required; relevant home care or medical office experience matters more

You'll do well here if

Why Neon Link

At Neon Link, we take care of the people who do the work, and we build the structure good people deserve. We uphold our core values:

• DO THE WORKWe show up prepared and finish what we start.
• GET THE CREDITYour work is visible, and it is yours.
• SAY IT STRAIGHTClear updates, honest answers, no surprises.
• OWN ITWe fix problems before anyone has to ask.
• KEEP LEARNINGWe get a little better every week.