Training & Onboarding Coordinator

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.

1. Training Coordination
2. Organize, schedule, and conduct caregiver training sessions at assigned branches.
3. Ensure all training materials, attendance records, and program documentation are completed accurately andmaintainedin compliance with company requirements.

• Applicant Processing

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

• Onboarding Compliance

1. Facilitate all onboarding requirements, including collection and verification of required documents, certifications, and credentials.
2. Ensureall onboarding documentation is completed, filed, andmaintainedin both electronic and physical formats.
3. Monitor compliance requirements and communicate deadlines to applicants and caregivers. 

• Caregiver System Setup

1. Establish caregiver availability withinAxisCare.
2. Assistcaregivers with mobile application installations and system access to ensure readiness for scheduling and service delivery

• Certification Management

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

• Client Scheduling

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

• Thorough Documentation

1. Record allclient‑relatedcommunication in the client profile to ensureaccurate, complete, and compliant documentation.

• Weekly Client Outreach

1. 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.

• Missed Visit Management

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

• Service Terminations

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

• Uninterrupted Services

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

• Service Renewal for VA Clients

1. Begin the renewal process for VA clients at least one month before authorizationexpirationto prevent service gaps.

• Client Monthly Survey Requirement

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

• Annual Caregiver Performance Evaluation

1. 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.
• 24hrs Online Caregiverlist training certificate
• Past experience in intake or medical office administration.

Physical Requirement

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