A home care client care coordinator meets new personal care clients and their families at home, writes the care plan and picks the caregiver. After that, the coordinator checks on the care, updates the plan as needs change and takes the family's calls when something isn't working.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, home health care agencies · BLS, May 2025
We're looking for a Client Care Coordinator to look after our non-medical home care clients. You'll meet new clients and families at home, write their care plans, match them with the right caregivers, check on the quality of care, and be the person families call when something needs to change.
2. Essential Duties and Responsibilities
Visit new clients at home to learn their needs, routines, and home setup, and write a care plan with tasks and hours.
Match clients with caregivers by skills, schedule, location, and preferences, and introduce the caregiver at the first visit.
Check in with clients and families after the first week and on a regular schedule after that.
Arrange supervisory visits by an RN or supervisor where your state or payer requires them.
Update care plans when needs change, and suggest a call to the physician or our home health team when a client may need skilled care.
Work with Medicaid waiver case managers and long-term care insurers on authorized hours and the care notes they need.
Handle family concerns and caregiver complaints, and fix them with the Scheduler.
3. Key Tasks / Daily Activities
Call families of new clients to see how the first visits went.
Make [1–3] home visits for assessments, care plan updates, or check-ins.
Read caregiver notes for changes such as falls, missed meals, or new confusion.
Work with the Scheduler on caregiver changes and hard-to-staff cases.
Update client records and care plans in [your home care software].
4. Key Performance Indicators (KPIs)
Client retention: [your target].
New clients introduced to their caregiver before the first shift: [your target].
Family concerns resolved within policy: [your target].
Care plans reviewed on schedule: [your target].
5. Required Qualifications and Skills
[2+] years in home care, assisted living, social services, or care coordination.
Comfortable visiting clients at home and talking with families about hard topics, such as declining health or the cost of care.
Keeps many clients' care plans and caregiver matches current at once.
Valid driver's license, auto insurance, and dependable transportation for client visits.
Passes a background check as your state requires, and keeps client information private.
6. Preferred Experience
Experience as a CNA, home health aide, LPN, or RN.
Knows Medicaid waiver programs and long-term care insurance claims in [your state].
Experience with dementia care or clients at high risk of falls.
Has used home care software such as [your software].
7. Physical Requirements
Driving to client homes and walking into homes with stairs and uneven entries.
Office work at a computer between visits.
With or without reasonable accommodation.
8. Work Environment and Schedule
Split between the office in [branch city] and client homes across [your service area].
Regular hours: [Monday through Friday], with evening calls from families as needed.
On-call rotation for home care call-offs and client concerns: [your rotation and on-call pay].
Mileage for client visits: [your mileage policy].
9. Compensation and Benefits
Pay: [range and hourly or salary basis].
Additional pay: [overtime, bonus or incentive terms, or none].
Benefits: [health, dental, vision, retirement, paid time off, and when they start].
10. Company Culture and Overview
[Two or three sentences on what your company does, the area you serve, and the support a new client care coordinator gets in the first 90 days.]
11. How to Apply
[Apply link or email]. Our process: [phone interview, in-person interview, and next steps]. Contact [hiring contact] if you need an accommodation during the application process.
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How home care coordination differs from care planning in a facility
In assisted living, the client, the staff and the nurse share one building. Here the coordinator plans care for clients spread across a service area, carried out by caregivers who work alone, and paid for by several kinds of payer.
Waiver clients arrive with a plan
For clients on a Medicaid home and community-based services waiver, a case manager outside your agency usually writes the person-centered service plan. Federal rules bar a provider of the client's waiver services, or its staff, from writing that plan or doing the case management, with a narrow exception for areas where no one else can. Each provider that carries out the plan signs it. Your care plan works inside the hours and services it authorizes. Source: 42 CFR 441.301: Contents of request for a waiver (Cornell LII).
Insurance claims rest on daily living tasks
Tax-qualified long-term care policies pay for care that a chronically ill person needs under a practitioner's plan of care. A licensed health care practitioner must certify, within the past 12 months, that the person can't do at least two of six daily activities without substantial help for at least 90 days, or needs substantial supervision because of severe cognitive impairment. The six are eating, toileting, transferring, bathing, dressing and continence. Caregiver notes should show that help, and each policy adds its own claim terms. Source: 26 U.S.C. 7702B: Treatment of qualified long-term care insurance (Cornell LII).
Families can be told, within limits
HIPAA lets a covered provider tell a family member or friend who is involved in the client's care what bears on that role. If the client is present and able, ask first or give them a chance to object. If not, use professional judgment about the client's best interest. The son who calls every day may not be the person the client wants told. Source: 45 CFR 164.510: Uses and disclosures requiring an opportunity to agree or object (Cornell LII).
The match is the first test
The first week sets the tone with a new client. Match on what the care plan needs, the hours, the drive, and the details of the home, such as pets or smoking. Bring the caregiver to meet the client before or at the first shift, then call the family after the first few visits. A small problem caught in week one is easier to fix than a cancellation.
When it's more than personal care
Caregiver notes may show falls, a sore that won't heal or new confusion. The coordinator doesn't diagnose. They tell the family and suggest a call to the doctor. Medicare home health needs a doctor or allowed practitioner to order it, and the person must be homebound and need part-time or intermittent skilled nursing or therapy. The client picks the agency, and the doctor's office should offer a list of agencies that serve the area. Source: Medicare.gov: Home health services.
How much home care client care coordinators make
The closest BLS group for home care client care coordinators is social and human service assistants. Social and human service assistants who work for home health care agencies earned a median of $22.43 an hour ($46,640 a year) in May 2025, according to the Bureau of Labor Statistics. That’s about the same as the $45,930 median for social and human service assistants in all industries. About 2,980 of the 437,860 social and human service assistants in that survey work for home health care agencies.
Salaried or hourly, plus mileage for home visits and pay for on-call weeks. Being salaried doesn't, on its own, make a coordinator exempt from overtime.
Home health care agencies
$46,640$46,640 median Middle half $41,460–$60,320 10th–90th $35,160–$73,870
All industries
$45,930$45,930 median Middle half $38,150–$54,350 10th–90th $34,200–$63,290
$20k$30k$40k$50k$60k$70k$80k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Home health care agencies
$35,160
$41,460
$46,640
$60,320
$73,870
All industries
$34,200
$38,150
$45,930
$54,350
$63,290
Skills to hire for, and what you can teach
Hire for these
Talks with families about decline, cost and safety calmly and plainly
Writes a care plan a new caregiver can follow on the first visit
Matches caregivers to clients on skills, hours, distance and the details of each home
Keeps many clients' plans, authorizations and caregiver matches current at once
Knows when a change in a client needs a nurse or doctor, and says so
Hears out a caregiver's complaint about a client as fairly as a family's
Teach these on the job
Your state's Medicaid waiver programs and authorization forms
Long-term care insurance claim steps and care note needs
Your home care software and care plan template
Your review schedule for each payer
Your rules for what can be shared on family calls
Client assessments, care plans, notes and caregiver matches live in the home care software, such as CareTime, AlayaCare or WellSky Personal Care, and waiver authorizations arrive through the state's or managed care plan's portal. Have candidates describe a care plan they wrote and how they kept it current.
Home care client care coordinator interview questions
They have their own page: 6 questions that test this job, what strong and weak answers sound like, and a work exercise to run with your finalists.
The blueprint gives the measures and leaves the targets open. Pull a quarter of your own client and complaint records, then set targets for each branch.
Client retention
Clients still active after a set period, divided by clients who started. Set aside clients who moved to a facility, entered hospice or died, and read the reasons for every other exit.
New clients introduced to their caregiver before the first shift
New clients who met their caregiver, with the coordinator there, before the first full shift, divided by all new clients. Log the date of the meeting in the client record.
Family concerns resolved within policy
Count the concerns your policy says were settled on time, then divide by every concern logged that month. Note who raised each one, what was done and whether the family agreed it was fixed.
Care plans reviewed on schedule
Each month, list the plans coming due and check off the ones reviewed in time. Set due dates from your state's rules, each payer's terms and your own policy, whichever comes first.
Career path
Caregiver or aideLearns clients, families and care plans from inside the home.
Client Care CoordinatorAssesses new clients, writes care plans and matches caregivers.
Office managerRuns a branch office's staff, schedule and client service.
Chief operating officerOversees staffing and service for both lines after years of branch leadership.
What does a client care coordinator do in home care?
The coordinator owns the client side of personal care. They visit new clients at home to learn their needs, routines and home setup, write the care plan, choose and introduce the caregiver, and check in on a set schedule. When needs change or a family is unhappy, the coordinator updates the plan and works with the scheduler on any caregiver change.
How much does a home care client care coordinator make?
Social and human service assistants who work for home health care agencies earned a median of $22.43 an hour ($46,640 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $41,460 and $60,320 a year. Pay also depends on your local market, experience and overtime.
Does a client care coordinator need to be a nurse?
Not usually. The template lists CNA, aide, LPN or RN experience as preferred, not required. Who must do assessments and supervisory visits depends on your state's licensing rules for home care and on each payer's contract. Where a nurse must, the coordinator books the RN and follows up. Hire for judgment with families and a sharp eye for change; the care plan rules can be taught.
How is a client care coordinator different from a scheduler?
The coordinator owns the client: the assessment, the care plan, the match and the family relationship. The scheduler owns the calendar: who covers each shift, call-offs, open hours and clock-in problems. They talk many times a day. When a match isn't working, the coordinator decides what kind of caregiver should go next, and the scheduler finds one with the hours.
What should happen at the first home visit?
Meet the client and whoever helps with decisions, and see the home: stairs, bathroom, pets, where supplies are kept. Ask about routines, foods, faith and what a good day looks like. Agree on tasks and hours, and explain who to call and when. Write the plan in the client's own words where you can, so the caregiver walks in knowing the person.
