Home Care Coordinator Job Description Template

Home Care Coordinator Overview

Home Care Coordinators work within home care agencies, managed care organizations, health systems, and senior service programs. They typically report to a Director of Home Care, Administrator, or Regional Manager, and they oversee a team of care aides, home health aides, or companion caregivers serving clients across a defined geographic area or client segment.

As a Home Care Coordinator, you will be responsible for care plan development and management, caregiver scheduling and supervision, family and client communication, regulatory compliance documentation, and quality assurance across your assigned caseload. You serve as the central point of contact between clients, families, field staff, and clinical supervisors.

What distinguishes strong coordinator performance is the ability to operate simultaneously as a relationship manager, problem-solver, scheduler, and compliance officer without losing responsiveness on any front. Success is measured by caregiver retention rates, client satisfaction scores, schedule fill rates, and compliance audit results.

Key Responsibilities

• Develop, implement, and regularly update individualized care plans in collaboration with clients, families, and clinical staff based on assessed needs

• Coordinate and manage caregiver scheduling for a caseload of 30 to 100+ clients, ensuring consistent coverage, appropriate caregiver-client matching, and rapid response to call-outs

• Conduct initial client assessments and regular reassessments to evaluate care needs, safety conditions, and care plan effectiveness

• Serve as the primary point of contact for clients and families, responding to service concerns, inquiries, and feedback promptly and professionally

• Supervise field caregivers through regular check-ins, performance coaching, and documentation review, escalating concerns to clinical or HR leadership as needed

• Monitor compliance with agency policies, state regulations, and accreditation standards, maintaining accurate and current documentation for all active clients

• Coordinate with clinical staff, physicians, discharge planners, and social workers to ensure seamless transitions into and out of home care services

• Manage care aide recruitment support including participation in interviews, onboarding coordination, and new hire orientation within your caseload

• Investigate and document service incidents, complaints, and adverse events in accordance with agency protocols and regulatory requirements

• Analyze caseload metrics including service hours, caregiver utilization, missed visits, and complaint rates to identify trends and drive quality improvement

• Ensure EVV compliance and accurate billing documentation across your client caseload in coordination with billing and finance teams

• Maintain current knowledge of state home care regulations, payor requirements, and accreditation standards relevant to your agency's operations

Required Qualifications

• Associate's or Bachelor's degree in Healthcare Administration, Nursing, Social Work, Human Services, or a related field required

• Minimum 2 to 3 years of experience in home care, healthcare coordination, or a related care management role

• Working knowledge of home care regulations, Medicaid waiver programs, and Medicare home health requirements

• Demonstrated experience with scheduling software and electronic health record or care management platforms

• Strong written and verbal communication skills for effective interaction with clients, families, caregivers, and clinical staff

• Valid driver's license for supervisory home visits and client assessments

• Ability to pass criminal background check and professional reference verification

• Proven problem-solving skills and the composure to manage high-volume, high-stakes scheduling and service challenges

Preferred Qualifications

• Licensed Practical Nurse (LPN), Registered Nurse (RN), or Certified Nursing Assistant (CNA) credential

• Case management certification such as CCM (Commission for Case Manager Certification)

• Experience with home care platforms such as WellSky, ClearCare, AlayaCare, or similar

• Prior supervisory experience managing direct care staff in a home or community-based setting

• Bilingual language skills relevant to the client population served

• Experience with CHAP, ACHC, or Joint Commission accreditation processes

Essential Skills and Competencies for Home Care Coordinators

Technical Skills

• Care plan development and individualized needs assessment

• Caregiver scheduling and workforce management

• Electronic health record and EVV platform proficiency

• Regulatory compliance and documentation management

• Incident investigation and reporting

• Billing and payor requirement basics

• Quality assurance data analysis and reporting

Soft Skills

• Outstanding organizational skills and the ability to manage multiple high-priority demands simultaneously

• Clear, empathetic communication with families and clients who are often in stressful or vulnerable situations

• Strong supervisory judgment and the ability to hold caregivers accountable with fairness and clarity

• Problem-solving agility in situations where coverage gaps, family complaints, or client health changes demand immediate response

• Emotional resilience in a role that involves frequent exposure to difficult client and family circumstances

• Collaborative working style across clinical, administrative, and field staff teams

• Service-oriented professionalism that prioritizes client and family experience at every interaction

Leadership Skills

• Caregiver team supervision and performance management

• Cross-functional collaboration with clinical, billing, and HR teams

• New staff onboarding and mentorship coordination

• Change management during policy, regulatory, or operational transitions

• Stakeholder communication at the family, agency, and payor level

Salary Range and Benefits for Home Care Coordinators

According to the Bureau of Labor Statistics and PayScale (2025), Home Care Coordinators earn a median annual salary of $45,000 to $58,000, with experienced coordinators at larger agencies or in higher-cost markets earning $62,000 to $75,000 or more. Compensation varies by licensure, caseload size, agency type, and geographic location.

Top-Paying Areas: California, New York, New Jersey, Massachusetts, and Washington consistently offer above-average compensation for this role. Coordinators with clinical licenses (LPN, RN) or specialized case management certifications earn meaningfully more than non-licensed counterparts.

Benefits Package: Home Care Coordinators typically receive comprehensive health insurance (medical, dental, vision), paid time off of 15 to 20 days annually, mileage reimbursement for client visits, 401(k) with employer matching, and professional development support including case management certification exam fees. Many agencies offer performance bonuses tied to caseload metrics such as retention rates and client satisfaction scores. Flexible hybrid work options are increasingly common in coordinator roles where administrative tasks can be completed remotely.

Frequently Asked Questions About Home Care Coordinators

Q: What does a Home Care Coordinator do?

A: A Home Care Coordinator manages the operational delivery of home care services for a defined client caseload. Responsibilities include care plan development, caregiver scheduling and supervision, client and family communication, regulatory compliance documentation, and quality assurance monitoring. They serve as the central contact point between clients, families, field caregivers, and clinical or administrative leadership, ensuring that care is delivered safely, consistently, and in accordance with agency standards and applicable regulations.

Q: What qualifications do you need to be a Home Care Coordinator?

A: Most Home Care Coordinator positions require an Associate's or Bachelor's degree in healthcare administration, nursing, social work, or a related field, plus 2 to 3 years of direct experience in home care or healthcare coordination. Working knowledge of Medicaid regulations, care management software, and scheduling platforms is typically expected. Clinical licensure (LPN or RN) is preferred at agencies delivering Medicare-certified skilled care.

Q: How much does a Home Care Coordinator make?

A: According to PayScale and BLS data (2025), Home Care Coordinators earn a median annual salary of $45,000 to $58,000. Experienced coordinators with clinical credentials in high-cost markets earn $62,000 to $75,000 or more. Performance bonuses tied to caseload quality metrics are increasingly common at larger home care agencies.

Q: What skills are required for a Home Care Coordinator?

A: Strong Home Care Coordinators combine operational skills (scheduling, care planning, EVV compliance, documentation) with interpersonal strengths (family communication, caregiver supervision, conflict resolution) and analytical capability (quality metric tracking, caseload analysis). Proficiency with home care software platforms and a current working knowledge of state and Medicaid regulations are increasingly non-negotiable.

Q: What is the difference between a Home Care Coordinator and a Home Health Aide Supervisor?

A: A Home Care Coordinator manages the full operational picture of care delivery for a client caseload, including care planning, scheduling, family relations, compliance, and quality oversight. A Home Health Aide Supervisor focuses primarily on performance management, training, and deployment of field aide staff. In many agencies these functions are combined, while larger organizations separate them for operational efficiency.

Q: How many clients does a Home Care Coordinator typically manage?

A: Most Home Care Coordinators manage between 30 and 100 active clients. Factors affecting caseload include care complexity, geographic spread, staffing model, and the use of technology platforms for scheduling and documentation automation. Coordinators with highly complex Medicaid waiver caseloads typically manage fewer clients than those overseeing primarily companion or non-medical home care.