Outsourced home care intake and scheduling coordinator
Shifts confirmed. Referrals moving.
Neon Link gives home care agencies one dedicated, full-time intake and scheduling coordinator who works referral intake, fills open caregiver shifts, confirms upcoming visits, flags missed clock-ins and tracks authorization and document expirations. They work remotely from the Philippines on your US business hours, inside your scheduling software, while assessments, care plans and hiring stay with your licensed and management staff. It costs $2,295 a month, month to month, with no setup fee.
Rates are pulled live from the system we run the business on. Page updated October 8, 2026.
What your Linker handles
- Work referral intake: log each new referral, collect the intake paperwork and documents you require, and hand the complete file to your office for the assessment visit
- Build and maintain the caregiver schedule in your scheduling software, matching open shifts to available caregivers by the rules your office sets
- Fill open and call-out shifts: reach available caregivers by phone and text, confirm coverage, and tell your office right away when a shift can't be filled
- Confirm upcoming shifts with caregivers and clients, and record every confirmation and change
- Watch your EVV or clock-in report during their shift and flag missed or late clock-ins to your 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 your office before anything lapses
- Update families and caregivers on schedule changes by phone, text and email, and pass every care or health question to your clinical staff
- Keep client and caregiver records, contact details and notes current in your scheduling software
- Send your office manager a short weekly summary of open shifts, missed visits, and authorizations and documents coming due
We screen for the scheduling software you run, such as WellSky, AxisCare, AlayaCare or HHAeXchange. If a finalist has not used yours, you'll know before they start.
The standard we hire to
These are the working standards in the job posting your Linker is hired against.
- Every open shift that comes in during their shift gets a documented fill attempt that day, and your office hears about any shift they can't fill
- Missed clock-ins flagged to your office within 15 minutes of the scheduled start, during the shift
- No authorization or caregiver document lapses without your office being warned at least 30 days ahead
- Confirmations for the next day's shifts sent before the coordinator's shift ends
Who we put on it
- Signs a confidentiality agreement and passes a background check
- Works your US business hours from a quiet, private workspace
- Wired internet with a backup connection and a plan for power outages
- Clear written and spoken English your customers and partners can follow
How it starts
- Step 1Tell us the work: a 15 or 30 minute call with Dan, or the sixty second scope on the homepage.
- Step 2Get a written quote at the published rate, held for 30 days.
- Step 3We recruit and screen for your work and your software, and you interview the finalist before they start.
- Step 4Your Linker works your queue on your hours. A Neon Link manager runs the account and answers when you need them.
- Step 5If the fit is wrong in the first 60 days, we swap them at no cost.
A good fit, and not a fit
- Agencies where the office manager spends the morning rebuilding the schedule after call-outs
- Growing agencies whose referrals and authorization dates live in someone's inbox
- Owners who want one coordinator who learns your caregivers, your clients and their families, not a rotating pool
- Clinical assessments, care plans, care advice or hiring decisions. Those stay with your licensed and management staff
- 24/7 coverage or after-hours on-call. Your coordinator is one person on your hours, and if you need weekend coverage, that is set before they start
- Agencies whose state or Medicaid contract does not allow client data to be handled offshore. Check that before you scope the work
Questions owners ask
How much does it cost to outsource home care intake and scheduling?
$2,295 a month for one dedicated, full-time person (40 hours a week), month to month, or $2,195 a month on the 6-month plan. There is no setup fee, and pay, equipment and management are inside that one number. For comparison, a US medical office assistant costs about $5,320 a month fully loaded, using the BLS median wage plus employer costs.
Can a virtual assistant do caregiver scheduling?
Yes. Your coordinator builds and fills shifts in your scheduling software, reaches available caregivers by phone and text when someone calls out, confirms upcoming shifts, and tells your office right away when a shift can't be filled. Who gets hired, and every care decision, stays with your team.
How do home care agencies fill open shifts faster?
By working each open shift the day it appears instead of when someone in the office gets to it. Your coordinator makes a documented fill attempt the same day for shifts that open during their hours, confirms the next day's shifts before their shift ends, and flags missed clock-ins within 15 minutes of the scheduled start, so your office can act while there is still time to cover the visit.
How is client health information handled?
HIPAA requires a business associate agreement before an outside party handles client health information, so one is signed before your coordinator sees any. Your coordinator signs a confidentiality agreement, passes a background check, and works from a private space where client health information cannot be seen or overheard. We hire people who understand the HIPAA minimum necessary rule and keep client records off personal devices. Their access is whatever you grant in your own systems.
How is this different from hiring a virtual assistant?
You get one dedicated person who works only for your agency, on your hours, inside your software, and a Neon Link manager runs the account: pay, equipment, replacement if it comes to that, and a phone that gets answered. You never run offshore payroll or manage a freelancer alone. It is not a shared pool, a ticket queue or a 24/7 answering line.
How fast can someone start?
We start recruiting when you say go. You interview the finalist before anyone starts, and the start date is set with you once you pick the person. We would rather take the time to find the right fit than hand you whoever is free.
What if the person is not the right fit?
If the fit is wrong in the first 60 days, we swap them at no cost. After that, if they leave, we recruit the replacement at no charge and manage the handover. Training on your process runs at the normal monthly rate.
Do we have to sign a long contract?
No. Month to month is available on every plan. The 6-month plan trades a longer commitment for a lower monthly rate. A written quote at the published rate is held for 30 days.
Related pages
- Medical Billing Companies: Claims follow-up, AR and denials, payer enrollment, the queues your team never gets to.
- Credentialing & CVO Teams: Provider credentialing, payer enrollment, expirables tracking, primary source verification.
- Veterinary Clinics: Phones and scheduling, reminders and recalls, records transfers, refill routing to your veterinarian, pet insurance paperwork.
1 US medical office assistant, fully loaded: ~$5,320/mo How we calculate this
Or describe your week
and watch your team draft itself.
The sixty second scope on our homepage reads what is drowning you and drafts your team, the first moves, and the number.
Try the sixty second scope