Client Care Manager

About Us At Helper Heroes, we’re on a mission to provide exceptional care and support to home care agencies in the U.S. We believe in true partnership where our virtual assistants act as an extension of the care team. Our goal is to ensure a compassionate, innovative, and efficient care experience for clients and families alike. About You What sets us apart is YOU. You’re not just any virtual team member—you’re a Helper Hero! If you’re passionate about making a difference, have a knack for organization, and thrive in a fast-paced, mission-driven environment, you’re who we are looking for. If you’re the kind of person who loves tackling behind-the-scenes tasks with a smile, ensuring that our clients and caregivers receive the best possible support, apply today! About the Role Our home care client is seeking a skilled and personable Client Care Manager to support the client intake and service coordination process. This role serves as the main point of contact for new and existing clients, handling inquiries, introducing non-medical home care services, managing documentation, and ensuring a smooth handoff to the clinical and scheduling teams. This position is remote but client-facing, requiring strong communication, superior customer service, and organizational skills. The ideal candidate understands the rhythm of home care operations and thrives in managing multiple client touchpoints. Key Responsibilities ● Client Intake & Sales Support ○ Must be familiar with all agency’s admission documentation and able to explain them to clients ○ Handle incoming inquiries from potential clients; present Allcare’s services, rates, and credentials (ACHC-accredited agency). ○ Guide clients through the service setup process and help convert inquiries into active clients. ○ Prepare and send service agreements and other forms via DocuSign. ○ Collaborate with the staffing coordinator and Director of Nursing (DON) to ensure appropriate caregiver coverage for new client intake. ○ Support business development efforts by identifying opportunities for client testimonials or reviews in Google. ○ Collaborate with the nurse to coordinate client assessments and ensure proper handoff. ○ Participates in agency’s weekly and monthly meeting ○ Present monthly conversion rates of clients in monthly meetings ● Customer Service & Client Relations ○ Answer calls in a very professional manner ○ Act as the primary liaison between clients, the nurse, and the scheduling team ○ Address client questions, complaints, or service concerns promptly and professionally. ○ Conduct client satisfaction surveys every 30days and track feedback to improve service quality and take corrective action when needed ○ Conduct follow-up calls after the first week of service ○ Complete all agency complaint logs in detail and forward to Director of Nursing to collaborate in providing solutions to clients complaints ○ Manage service cancellations, updates, and documentation. ● Documentation & Coordination ○ Setup all new non-medical clients demographics and referral source in agency’s software system ○ Ensure all client documents (service agreements, guarantee forms, operating sheets, etc.) are completed and filed in the system (Alora). ○ Maintain client records accurately and communicate updates to internal teams. ○ Support coordination between HR, nursing, and scheduling when onboarding new clients. ● Research & Outreach ○ Identify and research potential referral sources or new business opportunities in the local area. ○ Support marketing and community outreach efforts to help grow Allcare’s client base. Proven experience in customer service, intake coordination, or client management, ideally in a home care or healthcare setting. Strong English communication and interpersonal skills—both written and verbal. Comfortable working in a fast-paced, client-facing virtual environment. Proficiency with DocuSign and familiarity with Alora or similar home care management systems. Strong organizational and multitasking abilities. Prior scheduling or HR experience in home care is a plus. Nice-to-Have (Tools & Systems)

Experience with any of these is a plus:

Scheduling/EVV platforms: e.g. WellSky (ClearCare), AxisCare, AlayaCare Phone/SMS tools: RingCentral, Dialpad, JustCall, Twilio Productivity: Google Workspace or Microsoft 365, Slack/Teams, spreadsheets Work Setup Laptop or desktop Reliable internet (at least 25 Mbps), backup connectivity/power recommended Quiet workspace and professional phone etiquette Why You’ll Love Working with Us

• Competitive Base Pay: We offer the highest base pay in the home care industry!
• Make a Difference: You’ll play a key role in ensuring that clients receive the best

care possible. Growth Opportunities: As we grow, so will you! There’s plenty of room for advancement and learning. Fun & Supportive Team: We’re a tight-knit group that values collaboration, compassion, and a good laugh. Ready to Be a Hero? If you’re excited about the opportunity to join our team, where you’ll be appreciated, have a sense of purpose and inclusion and are willing to help us create a brighter, more compassionate care experience, we can’t wait to hear from you! Apply today and let’s make a difference together.