Training & Onboarding Coordinator - Bilingual

Training and Onboarding Coordinator

Job Summary

The Training & Onboarding Coordinator is responsible for managing the onboarding and training process for all new caregivers and applicants. This role ensures a consistent, welcoming, and compliant onboarding experience by coordinating training sessions, processing applicant documentation, maintaining accurate records, and supporting caregivers throughout the hiring and orientation process. The Training & Onboarding Coordinator serves as a key liaison between applicants, branch leadership, client coordinators, and other internal departments to ensure a seamless transition from applicant to active caregiver.

Responsibilities

1. Training Coordination

• Organize, schedule, and conduct caregiver training sessions at assigned branches.
• Ensure all training materials, attendance records, and program documentation are completed accurately and maintained in compliance with company requirements.

1. Applicant Processing

• Welcome and process all walk-in applicants.
• Enter applicant information accurately into company systems and maintain detailed applicant logs.
• Serve as a primary point of contact throughout the application and onboarding process.

1. Onboarding Compliance

• Facilitate all onboarding requirements, including collection and verification of required documents, certifications, and credentials.
• Ensure all onboarding documentation is completed, filed, and maintained in both electronic and physical formats.
• Monitor compliance requirements and communicate deadlines to applicants and caregivers. 

1. Caregiver System Setup

• Establish caregiver availability within AxisCare.
• Assist caregivers with mobile application installations and system access to ensure readiness for scheduling and service delivery

1. Certification Management

• Maintain logs of caregiver licenses, certifications, and required credentials.
• Track expiration dates and proactively coordinate renewals to maintain compliance.

1. Client Scheduling

• Maintain a clearly defined schedule for every active client on the coordinator’s dashboard, regardless of caregiver assignment status.

1. Thorough Documentation

• Record all client‑related communication in the client profile to ensure accurate, complete, and compliant documentation.

1. Weekly Client Outreach

• Conduct proactive outreach every Friday to all clients whose services are on hold (e.g., hospitalization, rehab, declined services) to assess needs and offer support.

1. Missed Visit Management

• Review missed visits weekly and schedule makeup hours for the following week to maintain service continuity.

1. Service Terminations

• Upon service termination, promptly close the client’s profile after completing a full investigation and documentation of the termination reason.

1. Uninterrupted Services

• Ensure services for IDOA and IDHS clients continue without interruption unless payers explicitly instruct otherwise

1. Service Renewal for VA Clients

• Begin the renewal process for VA clients at least one month before authorization expiration to prevent service gaps.

1. Client Monthly Survey Requirement

• Ensure completion of monthly surveys for all clients under the coordinator’s management.

1. Annual Caregiver Performance Evaluation

• Ensure all caregivers serving assigned clients complete an annual performance evaluation.

Required Skills/Abilities

• Strong affinity for customer service.
• Excellent organizational and time-management skills.
• Great communication skills.
• Proficient computer literacy.

Education and Experience

• High school diploma or equivalent.
• Minimum 1–2 years of client-facing experience in home care, healthcare, social services, case management, or a related field
• Customer service experience demonstrating strong communication, empathy, and problem‑solving skills

Physical Requirement

• Prolonged period of sitting at a desk and working on a computer