Client Operations Specialist

Job Title: Client Operations Specialist

Classification: FTE, Exempt

Location: Colorado

Benefit Eligible: Y

Job Summary: Reporting directly to the Administrator/HCA Manager, the Client Operations Specialist plays a critical role in ensuring a smooth and efficient onboarding experience for both clients and attendants (caregivers). This position is heavily focused on the processing and coordination of new client admissions and new employee onboarding. This individual will serve as a central point of coordination, ensuring all required documentation, eligibility verification, scheduling, and compliance requirements are completed so services can begin without delay.

Duties and Responsibilities

1. Client Onboarding & Intake:
   • Coordinate and process new client intakes from referral through start of care
   • Collect, review, and organize required documentation in compliance with Colorado Medicaid and agency requirements
   • Verify eligibility and ensure all required forms are completed accurately and timely
   • Communicate with Entrust Health stakeholder, clients, families, and referral sources to support a seamless onboarding experience
   • Assist in developing initial schedules to support service delivery
2. Employee (Attendant) Onboarding:
   • Coordinate onboarding of new attendants, including document collection, verification, and system entry
   • Ensure all onboarding requirements are completed, including compliance documentation and training tracking
   • Support new hires through the onboarding process, providing clear guidance and follow-up
   • Maintain accurate employee records in accordance with regulatory and agency standards
3. Scheduling & Coordination:
   • Assist with initial and ongoing scheduling of attendants and clients
   • Support coordination of services to ensure continuity of care
   • Communicate schedule updates and changes as needed
4. HR & Compliance Support:
   • Assist with ongoing HR compliance tasks, including documentation tracking and follow-up
   • Maintain organized and audit-ready records for both clients and employees
   • Support adherence to agency policies and Colorado regulatory requirements
5. Administrative & Operational Support:
   • Enter and manage data across internal systems (e.g., ADP, KanTime)
   • Track onboarding progress and ensure timely completion of all required steps
   • Collaborate with internal teams to ensure alignment across operations, compliance, and service delivery
   • Provide general administrative support and all other operational duties as assigned
6. Community Engagement:
   • Participation in Community Events & Resource Fairs as needed

Requirements

• Bachelor’s degree in Healthcare Administration, Business, Marketing, or a related field is preferred.
• 2+ years of experience in healthcare, home care, staffing, or a related administrative role preferred.
• Demonstrated knowledge of Medicaid, HCBS, and the home care setting.
• Proven experience in relationship-building with employees, clients and community partners.

Skills and Knowledge

• Experience with onboarding, intake coordination, or scheduling strongly preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a remote environment.
• Excellent communication and interpersonal skills.
• Strong problem-solving and conflict resolution skills, with the ability to address client concerns and improve service delivery.
• Comfortable working with technology and multiple systems (CRM, EMR, HR platforms).

Physical Requirements

• Ability to lift and carry up to 25 pounds (e.g., office supplies, files, or small medical equipment).
• Ability to speak clearly and effectively to staff, caregivers, clients, and regulatory agencies.
• Ability to travel locally for home visits, staff supervision, client assessments, and compliance checks as needed.