HomeWell Care Services – Salem, MA
Position overview
Title Care Coordinator (Part-Time)
Classification Part-time, non-exempt, hourly
Reports to Owner
Location Salem, MA territory: field visits to client homes plus remote work
Hours Typically 15–20 hours per week: a weekday working window of 11 AM–3 PM, with facility visits and assessments scheduled flexibly, plus short weekend and holiday check-ins
Position summary
The Care Coordinator turns inquiries into active clients and keeps current clients well supported. The role follows up every lead, carries out in-home assessments, sets up care plans, and keeps clients and families informed. All activity is recorded in WellSky.
Key responsibilities
Lead follow-up and intake
• Contact every new lead (from HomeWell, the website, social media, referrals or calls) within 1 hour during the working window (11 AM–3 PM weekdays); leads received outside it by the start of the next window
• Monitor social media channels (Facebook, Instagram, Google Business Profile) daily and respond to messages, comments and inquiries the same way as any other lead
• Re-engage all existing older leads using the follow-up process below, starting in the first two weeks
• Explain services, pricing and next steps to prospective clients and families
• Book in-home assessments with qualified leads
Client assessments and onboarding
• Carry out in-home assessments of each client’s care needs and home environment
• Prepare the care plan and recommended service hours
• Complete client service agreements and onboarding paperwork
• Coordinate the start of services with the scheduling team
Care coordination for active clients
• Maintain regular contact with clients and families
• Update care plans when needs change
• Resolve client concerns and escalate serious issues to the Owner
• Conduct supervisory or follow-up visits as required
Referral outreach
• Visit referral facilities in the territory, such as hospitals, rehab centers, skilled nursing facilities, assisted living communities, senior centers and physician offices
• Build relationships with discharge planners, case managers and social workers
• Attend local community and networking events for older adults and caregivers
• Make 10 facility visits per week, planned in efficient routes; most are short drop-in visits with HomeWell materials. Follow up with each contact within 48 hours
• Log every visit and contact in WellSky
Documentation
• Log every lead, contact attempt, assessment and client update in WellSky on the same day
• Use only the company phone number and email for client and lead communication
• Protect client information in line with HIPAA and company policy
Performance expectations
Measure Expectation
First contact with a
new lead Within 1 hour during the working window (11 AM–3 PM weekdays); otherwise by the start of the next window
Follow-up on non-
responsive leads 3 attempts over 7–10 days (call, text, call), then mark as Cold
Cold lead that
responds later Reopen and handle as an active lead
Assessment after a
lead qualifies Booked within 48–72 hours where the client is available
WellSky records Every contact logged the same day; unlogged contacts do not count toward performance
Weekly report to
the Owner Leads received, contacted within 1 hour, social media inquiries handled, assessments booked, clients signed, referral facility visits completed (expected 10 per week)