Client Services Assistant
Employment Type: Full-Time
Compensation: $17.00 - $19.00 per hour, based on experience and qualifications
Position Summary
The Client Services Assistant serves as the first point of contact for prospective and existing clients, supporting client intake, service coordination, scheduling, and day-to-day administrative operations. This position plays a key role in ensuring a positive client experience while supporting the efficient delivery of home care services.
The Client Services Assistant is responsible for managing new client inquiries, coordinating client assessments with agency nurses, maintaining accurate client records, and assisting with caregiver scheduling to ensure continuity of care. This position requires excellent communication, organization, and customer service skills, as well as the ability to manage multiple priorities in a fast-paced environment.
Healthcare experience is preferred but not required. We will train the right candidate who demonstrates professionalism, reliability, and a willingness to learn.
We provide onboarding support to help new team members learn agency procedures and hit the ground running.
Essential Duties and Responsibilities
Client Intake & Onboarding
- Serve as the primary point of contact for prospective clients, family members, and referral sources.
- Receive and respond to inquiries regarding agency services.
- Gather and document client intake information accurately and efficiently.
- Assist prospective clients through the onboarding process.
- Coordinate and schedule nursing assessments for new clients.
- Communicate with agency nurses regarding assessment scheduling, availability, and follow-up needs.
- Coordinate service start dates following completion of client assessments.
- Maintain accurate and organized client records and documentation.
- Ensure all required intake documents are completed and properly filed.
- Follow up with prospective clients and referral sources regarding pending admissions and service requests.
Client Services & Care Coordination Support
- Schedule and confirm client appointments, assessments, and follow-up visits.
- Conduct routine client satisfaction and service follow-up calls.
- Serve as a liaison between clients, caregivers, nurses, and management.
- Respond to client questions and concerns in a professional and timely manner.
- Escalate client concerns and service issues to management as appropriate.
- Assist in maintaining continuity of care by coordinating communication between clients and agency staff.
Scheduling Support
Scheduling is central to client satisfaction and continuity of care. The Client Services Assistant plays an active role in maintaining coverage and responding to real-time staffing needs.
- Assist with assigning caregivers to client schedules as directed.
- Coordinate schedule changes, call-offs, and client service adjustments.
- Help ensure client schedules remain adequately staffed.
- Receive and manage scheduling-related calls from clients and caregivers.
- Assist with preparation of weekend staffing information
- Work collaboratively with office staff to address scheduling needs and service coverage.
- Experience with electronic scheduling or home care management software is a plus; training on agency systems will be provided.
Administrative Support
- Answer and direct incoming telephone calls using a multi-line phone system.
- Greet clients, applicants, and visitors in a professional and courteous manner.
- Schedule appointments and maintain office calendars.
- Coordinate incoming and outgoing mail.
- Maintain a clean, organized, and welcoming office environment.
- Perform general clerical duties including filing, copying, scanning, faxing, and email correspondence.
- Assist with company events, meetings, and special projects as assigned.
- Attend staff and management meetings as required.
Documentation & Compliance
- Maintain confidentiality of all client and employee information.
- Ensure client records are accurate, current, and properly maintained.
- Document client concerns, incidents, and service-related issues and report them to management.
- Assist with compliance-related documentation and record maintenance.
- Adhere to all agency policies, procedures, and HIPAA confidentiality requirements.
Qualifications
- High school diploma or equivalent required.
- Previous experience in customer service, administrative support, reception, scheduling, or office environments preferred.
- Healthcare or home care experience is a plus but not required.
- Strong verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- Proficiency with Microsoft Office, email, and basic computer applications.
- Professional appearance and demeanor.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Willingness to learn agency procedures, client intake processes, scheduling systems, and home care operations through on-the-job training.
Ideal Candidate
The ideal candidate enjoys helping people, is highly organized, and thrives in a fast-paced environment. They are comfortable communicating with clients, family members, nurses, caregivers, and referral sources while managing multiple priorities throughout the day. This individual demonstrates professionalism, dependability, strong customer service skills, and a commitment to supporting quality care for clients in their homes.
At Ease Home Care was built on the belief that every person deserves to feel safe, supported, and cared for in the comfort of their own home. We serve veterans, seniors, and individuals of all ages and backgrounds across Hampton Roads — guided by one simple truth: caring is our passion.
If helping people and providing exceptional service is important to you, we encourage you to apply.
Pay: $17.00 - $19.00 per hour
Benefits:
- Life insurance
- Paid time off
Work Location: In person
