Hybrid Intake & On-Call Scheduling Coordinator
Description Position Summary Vitale Nursing, Inc., a premier provider of private-duty nursing and caregiving services, is seeking a highly organized, proactive, and professional Hybrid Intake & On-Call Scheduling Coordinator to support client intake, staffing operations, and overall organizational workflow. This full-time salaried role includes structured on-call responsibilities. The position requires in-person presence on Mondays and Fridays, and as operationally necessary, with remote work permitted otherwise. The coordinator will serve as a primary point of contact for new client inquiries, urgent staffing needs, and real-time scheduling adjustments, including after-hours responsiveness. This role is essential to maintaining Vitale Nursing’s concierge-level standard of care by ensuring timely communication with clients, families, clinical staff, and referral partners while upholding confidentiality, compliance, and professionalism.
Key Responsibilities
Client Intake & Care Coordination
- Manage all new client inquiries and referrals during business hours and after hours.
- Provide immediate follow-up to prospective clients and referral sources.
- Coordinate assessments and onboarding in collaboration with clinical leadership.
- Maintain accurate and timely documentation within AlayaCare and internal systems.
Scheduling & Staffing Operations
- Oversee real-time scheduling for private-duty nursing and caregiving services.
- Manage urgent and last-minute staffing needs to ensure uninterrupted care.
- Communicate effectively with nurses, caregivers, families, and internal leadership.
- Ensure compliance with company policies and service standards.
Administrative & Operational Support
- Perform documentation and data entry in AlayaCare, Google Workspace, and other operational platforms.
- Other Admin duties may be added
- Assist with client-related order coordination and logistics.
- Maintain organized records and operational tracking systems.
Marketing & Brand Support
- Oversee management of company social media platforms (Instagram, LinkedIn, TikTok).
- Assist with the development and distribution of the monthly newsletter.
- Support professional brand presence and client engagement initiatives.
Requirements
Qualifications
- 2–5 years of experience in healthcare coordination, home care operations, staffing, or administrative leadership preferred.
- Strong organizational and multitasking abilities, with the capacity to prioritize in high-pressure situations.
- Excellent written and verbal communication skills.
- Demonstrated ability to respond promptly and professionally in urgent or time-sensitive situations.
- Proficiency in EMR systems (AlayaCare preferred), Google Workspace, and digital communication platforms.
- High level of discretion, reliability, and commitment to confidentiality.
- Ability to work independently while maintaining close collaboration with leadership.
- Must be able to lift 50lbs.
Work Structure
- Full-time, on-call, salaried position.
- Hybrid schedule: in-person on Mondays, Wednesdays, and Fridays, and as operationally required; remote flexibility otherwise.
- Includes structured on-call responsibilities for intake and urgent scheduling support.
- Must maintain availability to respond promptly to new patient inquiries and staffing needs, including after-hours coverage.
- A company computer and phone will be provided
Compensation
Annual Salary Range $58,000 – $65,000, commensurate with experience, healthcare operations background, and demonstrated capability. Performance-Based Bonus Opportunity Eligible for a performance-based bonus tied to operational and growth metrics, which may include:
- Timely response and conversion rate of new client inquiries
- Scheduling efficiency and reduction of coverage gaps
- Client and caregiver satisfaction metrics
- Documentation accuracy and compliance
- Contribution to census growth and retention
- Social media engagement and brand visibility benchmarks
Bonus structure and payout frequency will be defined upon hire, with performance evaluated quarterly or annually. About The Ideal Candidate Vitale Nursing, Inc. seeks a dedicated professional who is responsive, detail-oriented, and committed to delivering an exceptional client experience through operational excellence. Apply To This Job