Client Relations

The Client Intake & Services Coordinator supports the organization's mission by coordinating client intake, documentation, and service startup activities. This role focuses on delivering timely, professional, and high-quality administrative coordination to ensure a positive client experience. The Contractor operates independently, using professional discretion and judgment to complete agreed deliverables.

About Indy In-Home Care LLC

Welcome to Indy In-Home Care Your Trusted Partner in Personalized Well-Being

Description
Scope of Work / Responsibilities
1. Client Intake & Service Coordination

· Serve as the initial contact for new client inquiries via phone, email, or chat.

· Provide accurate, supportive information about available home- and community-based services and enrollment processes.

· Assist clients with intake forms, documentation, and service agreements in accordance with company policy and HIPAA requirements.

· Coordinate service initiation by communicating with assigned care team members or administrative staff.

· Maintain accurate and confidential client records in the company's secure system.

· Follow up after onboarding to confirm satisfaction and ensure continuity of services.

2. Client Check-In & Relationship Support

· Conduct periodic check-ins with clients or caregivers using provided company guidelines.

· Maintain professional, empathetic communication that promotes trust, satisfaction, and compliance.

· Record client feedback and escalate any concerns requiring administrative or clinical review.

· Document all interactions clearly and concisely for administrative records.

· Support clients with ongoing documentation and communication after services begin.

3. Marketing, Outreach & Lead Development

· Handle inbound and outbound calls with professionalism and empathy.

· Conduct telemarketing, email marketing, and community outreach to generate qualified leads.

· Research and identify potential community partners, referral resources, or outreach opportunities for coordination with the field marketer.

· Share approved informational materials only with potential clients, partners, and community organizations.

· Maintain organized lead and client records using company-approved CRM systems or spreadsheets.

· Follow up with prospective clients to guide them through the intake and onboarding process.

· Participate in outreach activities (virtual or in-person) at the Contractor's discretion and in compliance with company policies.

· Assist with developing or distributing flyers, summaries, or client updates.

· Represent the organization with professionalism, cultural sensitivity, and integrity in all interactions.

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• Ensure all activities comply with company policy and applicable state and federal regulations, including avoiding any form of inducement or compensation based on client referrals or service volume.

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• Maintain documentation of outreach activities, partnership efforts, and contact details in company-approved systems.

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• Support the preparation of partnership or service agreements under company review and approval.

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• Identify potential partnership or collaboration opportunities that enhance access to services or resources for clients.

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• Conduct informational presentations and outreach to promote awareness of the organization's non-medical home and community-based services.

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• Build and maintain professional relationships with community organizations, health providers, local businesses, and other stakeholders that align with the company's mission and values.

4. Community & Business Partnership Development
Ideal Contractor Profile

· Excellent written and verbal communication skills.

· Reliable, detail-oriented, and self-motivated.

· Experience in client services, healthcare administration, or community outreach preferred.

· Comfortable using Google Workspace, Trello, and CRM tools.

· Working knowledge of HIPAA privacy/confidentiality requirements.

· Professional, compassionate, and able to manage deliverables independently.

Schedule & Communication Window

The Contractor is expected to maintain communication readiness between 11:00 AM and 6:00 PM EST, Monday through Friday, for incoming calls, emails, and administrative coordination. This schedule represents the period of expected availability — not fixed working hours — allowing the Contractor to manage activities flexibly while ensuring responsiveness during business operations.

Compensation & Incentives
Administrative Communication Retainer – $300 / Month

A fixed retainer of $300 per month compensates the Contractor for maintaining communication readiness, responding to leads, and performing approved outreach activities. This retainer is not tied to hours worked and does not constitute wages.

Client Intake Completion Incentive – $300 / Client

A $300 milestone incentive is paid for each client who completes the full intake and onboarding process and remains active in services for at least 30 consecutive days. This incentive recognizes administrative effectiveness and client satisfaction; it is not based on referral volume or revenue.

Ongoing Client Support Incentive – $30 / Active Client (Monthly)

Performance Incentive for Major Agreements

While no payment is tied directly to partnership development or referrals, if the Contractor contributes significantly to securing a large-scale partnership or contract that materially benefits the organization, the company may, at its discretion, issue a one-time performance-based incentive. Any such incentive will be determined and approved by management based on the value of the collaboration, scope of administrative effort, and overall organizational impact — not on the number of clients or revenue generated.

After the initial 60-day service period, the Contractor may receive $30 per active client per month for maintaining documentation quality, communication, and service continuity. If a verified complaint arises due to the Contractor's failure to provide adequate support, this incentive for the affected client will not be paid.

Independent Contractor Status

This position is classified as an Independent Contractor (Form The Contractor maintains full control over how, when, and where work is performed. The company does not dictate schedule, location, or methods. Contractors are responsible for their own taxes, insurance, licensure, and compliance with all applicable laws. A Form 1099-NEC will be issued annually for payments received.