Position

Caregiver Coordinator

Work Location

On-Site

Wage

$20-30 per hour

Employment

W-2

Employment Term

At-will

Position Summary

The Caregiver Coordinator (CGC) is responsible for the end-to-end management of caregivers serving DAHCA clients — including recruitment support, schedule-fill, caregiver compliance, certification tracking, EVV integrity, and coordination with the Care Coordination team. The CGC ensures that authorized client hours are filled with qualified, compliant caregivers and that all caregiver-side documentation (certifications, trainings, I-9, TB clearance) remains current. The CGC is the primary escalation point for scheduling gaps, caregiver no-shows, and caregiver/client fit issues.

Essential Duties & Responsibilities

The following responsibilities are essential functions of this position. Additional duties may be assigned by the Director of Operations.

Schedule-Fill & Service Initiation

•     Receive service-initiation requests from Care Coordinators and fill the schedule with a qualified caregiver within 5 business days of authorization approval.

•     Use the Schedule-Fill Request Form (DAHCA-FORM-CGC-001) to confirm caregiver match and document placement rationale.

•     Pre-qualify caregivers against client preferences (language, gender preference, geography) captured in the CC's intake notes.

•     Introduce the placed caregiver to the Care Coordinator before the first visit; the CC introduces the caregiver to the client.

Caregiver Profile Maintenance & Compliance

•     Maintain complete, current caregiver profiles in AlayaCare — personal info, emergency contacts, availability, service areas, preferences.

•     Complete the Caregiver Profile Review Checklist (DAHCA-FORM-CGC-002) quarterly on every active caregiver.

•     Track certification and training expirations using the Caregiver Certification Expiration Tracker (DAHCA-FORM-CGC-003); action every expiration ≥30 days before it hits.

•     Verify I-9, TB clearance, background check, and CPR/First Aid currency before any caregiver is placed on a new case.

EVV Integrity & Manual Override Control

•     Review EVV exception reports daily and reconcile missed/mismatched punches before billing cut-off.

•     Use the EVV Exception and Manual Override Log (DAHCA-FORM-CGC-004) to document every manual override with reason, caregiver acknowledgement, and supervisor sign-off.

•     Surface patterns of EVV noncompliance to the Director — repeat offenses trigger coaching or corrective action.

Schedule Changes, Call-Outs & Gap Coverage

•     Respond to caregiver call-outs the same business hour; identify replacement coverage before the visit window opens, when feasible.

•     Coordinate with the CC on any schedule change affecting authorized hours, client routines, or RED-flag monitoring.

•     Escalate unfilled visits that would cause under-utilization against an authorization to the Director of Operations within 24 hours.

Caregiver–Client Fit & Change Requests

•     Receive caregiver change requests from the CC or client; respond with a qualified alternate within 2 business days.

•     Document every change request and the rationale in AlayaCare.

•     Escalate repeated client rejections of caregivers or caregiver refusals of assignments to the Director.

Caregiver Coaching & Training Coordination

•     Coordinate new-hire orientation and shadow shifts for newly hired caregivers.

•     Schedule annual required trainings (HIPAA, Mandatory Reporter refresher, client-handling, bloodborne pathogens) and track completion.

•     Provide feedback to caregivers on documentation quality, punctuality, and client feedback received via QA.

Inter-Department Coordination

•     Coordinate with Care Coordinators on service initiation, caregiver changes, and client-specific routines per GUIDE-CCS-004.

•     Coordinate with HR on hiring, terminations, leaves of absence, and compliance document gaps.

•     Coordinate with Billing on EVV exceptions that affect claims, caregiver disputes, and manual overrides.

Compliance & Documentation Standards

•     Adhere to all agency SOPs, DOL/IHSS wage & hour rules, and California home-care licensing requirements.

•     Complete all required trainings (HIPAA, Mandatory Reporter, program-specific) within designated deadlines.

•     Document all caregiver PHI interactions exclusively within HIPAA-compliant systems.

•     Maintain role boundaries as defined in SOP-CGC-010 — clinical decisions belong to the Care Coordination team, not the CGC.

Working Conditions & Physical Requirements

•     Primary work environment: office-based with possible hybrid/remote work arrangements as approved.

•     Regular use of computer, phone, and scheduling / EHR systems throughout the work day.

•     Occasional in-person caregiver onboarding and field coordination visits.

•     Exposure to urgent, time-pressured coverage situations (call-outs, no-shows, same-day replacements).

•     Ability to sit and use computer equipment for extended periods; ability to drive to meet caregivers and clients.

Additional Requirements

•     Must maintain strict HIPAA compliance and caregiver/client confidentiality at all times.

•     Must complete all required agency and program-specific training within established deadlines.

•     Subject to background check and references as a condition of employment.

•     Must possess a valid driver's license and maintain personal automobile liability insurance.

•     Required to read, sign, and adhere to all DAHCA Caregiver Coordinator SOPs, Guides, and Policies upon hire and upon any updates.