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Behavioral Respite Care Coordinator Job Description

Position Overview: The Behavioral Respite Care Coordinator is responsible for ensuring smooth and efficient coordination of services for clients and staff. This role manages client intake, employee onboarding, scheduling, and recruiting to ensure timely, high-quality respite care delivery. The coordinator collaborates closely with the Director of Operations, clinical teams, recruiting, and scheduling departments to meet organizational goals and deliver exceptional client support.

Reports to: Director of Operations

Key Responsibilities:

Client Intake and Set-up:

o Manage the intake process for new clients, ensuring all documentation is collected and client profiles are set up in the system.

o Confirm client availability and establish service start dates.

o Send welcome letters to clients and staff with essential contact information and schedules.

o Coordinate service launches and ensure smooth case transitions between staff.

Recruiting & Staffing

o Partner with recruiting teams to identify, screen, and onboard qualified respite care providers.

o Maintain an active pipeline of respite staff to meet regional service needs.

o Collaborate with leadership to forecast staffing requirements and fill coverage gaps quickly.

o Support new hires by ensuring training and compliance requirements are met prior to case assignment.

Client and Employee Account Management:

o Maintain accurate and current client and employee records in EMR/EHR systems (e.g., CentralReach).

o Track and update staff availability and client preferences to ensure optimal case matching.

o Verify compliance with company and payer requirements regarding staff qualifications and assignments.

Scheduling and Coordination:

o Develop and maintain efficient staff schedules, optimizing service delivery and technician availability.

o Monitor staffing coverage and client hours; adjust schedules to accommodate clients and staff needs.

o Ensure staff travel ranges adhere to company guidelines.

o Partner with the scheduling team to fill cancellations or unplanned absences promptly.

Training and Onboarding:

o Coordinate new hire training, overlaps, and verify training completion before staff begin providing care.

o Track and follow up on training and credential renewals.

Ongoing Support and Communication:

o Conduct regular check-ins with families and staff to ensure satisfaction, address concerns, and maintain service quality.

o Serve as a liaison between families, staff, and leadership for any escalations or changes in service needs.

o Ensure timely updates are recorded in the system and communicated across teams.

Additional Duties:

o Provide administrative support to clinical, recruiting, and scheduling teams as needed.

o Assist in process improvement initiatives to increase efficiency in staffing and service delivery.

The above statements are intended to be a representative summary of the major duties and responsibilities performed by the incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Qualifications:

Education:

o High school diploma or equivalent required; Associate degree or higher preferred. A background in healthcare administration, social services, or a related field is a plus.

Experience:

o Experience in scheduling, staffing, or recruiting in a healthcare or ABA/respite setting preferred.

o Familiarity with EHR/EMR systems (e.g., CentralReach) and service authorization processes is a plus.

Skills:

o Strong organizational and time-management skills with attention to detail.

o Excellent written and verbal communication skills.

o Ability to handle multiple tasks and prioritize effectively.

o Proficiency with office software (e.g., Microsoft Office Suite) and experience with Electronic Health Records (EHR) systems.

o Knowledge of ABA therapy and related services is a plus.

o Ability to work collaboratively across teams and maintain a positive working relationship with clients, staff, and other departments.

o Attention to detail and ability to ensure the accuracy of client and employee information.

o Previous experience in customer service, client onboarding, or scheduling is preferred but not required.