Client Care & Intake Coordinator (Remote/Hybrid – 1099 Contractor)

Gracious Hearts Home Care, LLC

Serving clients in Gastonia, Asheville, Newton, Concord & surrounding NC areas.

we have clients all over Western North Carolina and central North Carolina and we need somebody that can be flexible and willing to drive if needed, but most work will be remote. Must have a computer.

We are seeking a dependable and detail-oriented Client Care & Intake Coordinator to support communication, onboarding, and light administrative duties. This is a remote/admin hybrid role that includes occasional local fieldwork (mailing packets, binder pickups), with a flat monthly retainer and pay-per-task structure.

You will assist with keeping client records up to date, supporting new client and caregiver onboarding, and following up on incomplete tasks — while the agency owner handles billing, EVV, and scheduling.

Key Responsibilities:

• Conduct monthly check-in calls with current clients and caregivers
• Onboard new clients: confirm their schedule, explain intakep, and document needs
• Mail or deliver intake packets and ensure forms are returned
• Pick up and replace client binders, timesheets, and ADL binders every 3 months, check for missing documents, and return to office
• Follow up with caregivers and clients about missing items (signatures, TB tests, CPR, etc.)
• Assist with new employee onboarding: intro calls, form reminders, and training follow-up
• Upload documents and basic updates into the system
• Complete quick admin support tasks by request (calls, texts, simple checks)

Pay Structure

$150/month flat retainer (for being on-call and available for regular needs)

— covers:

• General availability
• Light support tasks under 10 minutes (texts, calls, uploads)
• Responding to assignments, sending quick updates
• Tracking tasks, communicating with owner

Paid Tasks (Only When Assigned/Completed):

Task

Rate

Includes

Monthly Caregiver & Client Check-In Calls

$30 flat/month

One round of check-in calls to all active clients and caregivers, with follow-up by email or text as needed

New Client Intake Support

$40 per client

Intake call, schedule collection, mailing/delivery of forms, follow-up to ensure all paperwork is returned

Quarterly Binder/ADL Pickup & Review

$40 per client

Pick up and review binders, replace forms, return completed binders to office

New Employee Onboarding Support

$25 per new hire

Call to introduce, explain onboarding steps, confirm form completion, email support

Caregiver/Client Compliance Sweep

$20 flat (covers up to 10 people)

End-of-month review of CPR, TB, training, or background status; follow-up via email or text

End-of-Month File & Compliance Check (Telescope/Follow-Ups)

$25 flat

Log into Telescope HR to verify training compliance, follow up with any caregiver or client missing documentation via email/text/call

In-Person Drop-Off or Pickup (Non-Binder)

$25 + mileage

Errands like delivering documents or picking up forms not related to binders

Emergency/Rush Task (within 24 hrs)

+$15 bonus

Anything urgent that needs fast turnaround (owner approval required)

Reimbursement Policy:

• Postage, envelopes, folders, and binder supplies will be reimbursed with receipts
• You may request supplies in advance if needed

Supplies & Reimbursement:

• All postage, envelopes, folders, and mailing supply expenses will be reimbursed with receipts
• If supplies are needed, agency can ship them to you directly

Requirements:

• Must reside in NC and be within driving range of Gastonia, Asheville, Newton, or Concord
• Must have access to a phone, computer, printer (ideal), and reliable internet
• Reliable transportation for occasional binder or packet drop-offs/pickups
• Clear and professional communication style
• Organized, trustworthy, and able to follow up without micromanagement
• Must sign contractor agreement and agree to confidentiality

This position is essential for maintaining the quality of care we provide at our clinic, ensuring that both patients and staff have a seamless experience. If you are passionate about customer service in the healthcare field, we encourage you to apply.

Job Type: Contract

Pay: $20.00 - $25.00 per hour

Benefits:

• Flexible schedule
• Paid orientation
• Paid training
• Referral program

Medical Specialty:

• Home Health

Schedule:

• Choose your own hours

Work Location: Hybrid remote in Gastonia, NC 28052