Client Care Manager

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November 25

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Meal Helper Heroes

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B2B • Recruitment • HR Tech

Meal Helper Heroes is a B2B service that sources, trains, and delivers elite offshore virtual assistants specialized in home care operations for home care agencies and franchisees. They provide recruiters, schedulers, on-call staff, finance and billing support, administrative assistants, and hybrid roles—offering HIPAA-compliant, flexible plans with no long-term contracts and specialized training through their Virtual Assistant Home Care Academy. The company emphasizes cost savings, higher retention, and scalable, home care–specific talent primarily sourced and managed from the Philippines and South America to help agencies run leaner and focus on client care.

1 - 10 employees

🤝 B2B

🎯 Recruiter

👥 HR Tech

📋 Description

• 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 30 days 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.

🎯 Requirements

• 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