What You’ll Do
1. Support Responsive Intake and New Client Follow-Up
- Respond promptly to inbound intake requests from Woven’s website, referral partners, marketing channels, and other lead sources.
- Gather initial information about the prospective client’s needs, location, timing, family situation, service goals, and decision-making process.
- Provide a warm, professional first impression of Woven’s care model and service standards.
- Route qualified inquiries to the appropriate team member and help schedule assessments or follow-up conversations.
- Maintain accurate intake notes, lead status updates, and next steps in Woven’s systems.
- Follow up consistently with prospective clients and families to ensure no inquiry is missed.
- Help ensure the intake experience reflects Woven’s standards for responsiveness, warmth, and reliability.
You will often be one of the first people a family hears from when they are looking for help.
2. Support Exceptional Client Care
- Serve as a friendly and responsive point of contact for routine client and family questions.
- Help coordinate follow-up on client preferences, service updates, care plan details, and day-to-day needs.
- Support proactive client satisfaction check-ins and document feedback clearly.
- Track open client-related items and ensure timely follow-through.
- Escalate concerns involving safety, care quality, client dissatisfaction, clinical judgment, or complex family dynamics to the appropriate Care Manager.
You will help make sure important details do not fall through the cracks.
3. Follow Up on Care Notes, Alerts, and Provider Communication
- Review and follow up on routine items documented through Woven Connect, post-shift calls, caregiver notes, telephonic post-shift agent outputs, and other care communication channels.
- Identify documentation that requires family follow-up, clarification, additional context, or escalation to a Care Manager.
- Contact family members regarding routine updates, non-urgent concerns, service questions, or documentation follow-up.
- Help coordinate communication with client providers, such as primary care offices or other care partners, when appropriate and authorized.
- Track follow-up items to completion and ensure outcomes are documented clearly in Woven’s systems.
- Escalate clinical concerns, changes in condition, safety issues, urgent needs, or complex family/provider questions to the appropriate Care Manager.
You will help make sure care observations turn into timely communication and appropriate action.
4. Coordinate Communication Across the Care Team
- Support Care Managers with routine coordination, administrative follow-up, and care-related workflows.
- Help prepare information for client reviews, reassessments, internal care meetings, and family updates.
- Partner with scheduling, operations, care managers, and Weavers to ensure clear communication and dependable service.
- Maintain visibility into open issues and help move them toward resolution.
- Reinforce Woven’s standards for professionalism, responsiveness, and reliability.
You will help the care team operate with clarity, consistency, and follow-through.
5. Support Weavers in Delivering Reliable Care
- Communicate with Weavers regarding routine client updates, documentation expectations, reminders, and service details.
- Monitor completion of required shift documentation, care notes, and workflow activities.
- Follow up on missing or incomplete documentation in a timely and supportive manner.
- Identify recurring documentation, reliability, or communication issues and escalate appropriately.
- Help reinforce a caregiver-first culture grounded in professionalism, respect, and accountability.
You will help Weavers feel supported while ensuring our care standards are met.
6. Maintain Strong Documentation and Systems
- Keep client, family, provider, intake, and care-related information accurate and up to date in Woven’s systems.
- Document follow-up items, service updates, client preferences, family communication, intake notes, and care coordination activity clearly.
- Use Woven’s technology tools to help connect caregivers, families, and care managers in real time.
- Identify recurring gaps, delays, or workflow issues and help improve the process.
- Support documentation compliance and care visibility across the team.
You will help turn information into coordinated, high-quality care.
7. Duties as Other Assigned to Achieve Woven’s Mission
- At times you may be asked to fill-in with scheduling, interviewing, and other office duties.
What Success Looks Like
Within your first 6–12 months, you will help Woven:
- Improve follow-through on routine client and family needs.
- Ensure care observations from Woven Connect, post-shift calls, telephonic post-shift agent outputs, and caregiver documentation are reviewed, routed, and followed up appropriately.
- Strengthen communication with families and, when appropriate, client providers.
- Improve response time and follow-up consistency for inbound intake requests.
- Ensure prospective client inquiries are documented, routed, and followed up in a timely manner.
- Increase completeness and timeliness of Weaver documentation.
- Create better visibility into open care-related tasks.
- Strengthen communication between clients, families, Weavers, scheduling, intake, operations, and care managers.
- Reduce routine coordination burden on Care Managers.
- Support high client satisfaction, strong documentation compliance, and a responsive intake experience.
Who You Are
- Highly organized and disciplined with follow-up.
- Warm, professional, and service-oriented.
- Detail-oriented and comfortable managing many small but important tasks.
- Strong in written and verbal communication.
- Comfortable communicating with families, caregivers, referral sources, and provider offices.
- Responsive and professional when speaking with prospective clients and families.
- Comfortable asking thoughtful intake questions and documenting information clearly.
- Able to distinguish routine follow-up from issues that require Care Manager escalation.
- Calm under pressure and thoughtful in problem-solving.
- Comfortable using technology, documentation systems, and communication tools.
- Motivated by accountability, teamwork, and excellent client service.
This role is ideal for someone who takes pride in helping a team run smoothly and believes small details matter in delivering great care.
Qualifications
- Experience in home care, home health, senior services, healthcare, social services, care coordination, intake, or customer support preferred.
- Experience working with older adults, caregivers, family care partners, or provider offices preferred.
- Strong organizational and communication skills required.
- Comfort using technology, documentation systems, CRM tools, and communication platforms required.
- Ability to manage multiple priorities and follow through consistently required.
- Sound judgment and respect for client confidentiality required.
- Ability to handle sensitive client and family information with discretion and professionalism.
- Familiarity with care documentation, intake workflows, CRM systems, or healthcare communication workflows is a plus.
- CNA, MA, healthcare administration, social work, or related experience is a plus but not required.
- Reliable transportation and valid driver’s license preferred, if local travel is required.
Compensation & Growth
- Competitive compensation.
- Opportunity to grow with a rapidly expanding home care organization.
- Exposure to care management, intake, operations, client service, and quality improvement.
- Ongoing mentorship and development within Woven’s care team.
This is a high-impact support role within a growing organization building the next generation of home care.
About Woven Home Care
Woven Home Care provides compassionate, non-medical home care services designed to help seniors age safely and independently at home. Our model is built on:
- Strong Culture — Supporting and developing high-quality caregivers, known as Weavers.
- Evidence-Based Care — Structured assessments, personalized care plans, and proactive follow-up.
- Clinical Connectivity — Technology-enabled communication connecting caregivers, families, and care managers.
We are building the next generation of home care — one client, one family, and one Weaver at a time.
If you’re ready to support care with purpose and help build something that matters, we’d love to hear from you.