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 interdiscip