Home Care Operations Coordinator Full Time NEW

Job Summary

The Operations Coordinator is responsible for supporting the daily administrative and

operational functions of the homecare agency to ensure efficient and effective delivery of

patient care services. This role acts as a critical link between nursing, administrative, and

caregivers, focusing on scheduling, compliance, resource management, and overall operational

flow.

Key Responsibilities:

I. Scheduling and Staff Coordination

● Caregiver Scheduling: Develop, manage, and maintain the daily/weekly/monthly

schedules for all caregivers, ensuring appropriate staffing levels to meet client needs and

agency policies.

● Matching: Skillfully match caregivers with clients based on client needs, caregiver

qualifications, geography, and personality.

● Call-Out Management: Coordinate and secure coverage for last-minute caregiver

callouts, communicating changes promptly to clients and staff.

● Staff Communication: Serve as a primary point of contact for field staff regarding

scheduling issues, client updates, and operational questions.

● On-Call: Coordinate caregiver and client visits evenings and Sunday

II. Administrative and Compliance Support

● HR Administration: Credentialing and licensing, background checks and screening,

Interviews, Recruitment and Onboarding, Employee Relations and Retention

● Client Intake Support: Assist with the administrative components of client intake,

including initial file setup, verifying payer sources (e.g., insurance, Medicaid), and

ensuring all initial documentation is complete.

● Record Keeping: Maintain accurate, up-to-date electronic and physical client and

employee records (e.g., certifications, background checks, service agreements) in

compliance with state/federal regulations and agency policy.

● System Management: Utilize and maintain the agency’s Electronic Health Record (EHR)

or scheduling software system efficiently.

● Quality Assurance: Monitor documentation (e.g., visit notes, time entries) for accuracy

and completeness, coordinating with clinical staff for necessary corrections.

III. Operational Efficiency

● Billing Support: Assist with preparing documentation for accurate payroll and client

billing, cross-referencing scheduled visits with actual service delivery.

● Policy Adherence: Ensure all operational procedures are followed consistently by staff

and report any compliance concerns to management immediately.

● Reporting: Report incidents to Workers Comp and generate routine operational reports

(e.g., missed visits, scheduling gaps, staffing utilization) for management review.

Required Qualifications

● High School Diploma or equivalent required; Associate’s or Bachelor’s degree in

healthcare administration, business, or a related field preferred.

● Minimum of 2 years of experience in a coordination, scheduling, or administrative role,

preferably within a homecare, hospice, or healthcare setting.

Skills and Competencies

● Exceptional Organizational Skills: Ability to manage multiple tasks simultaneously,

prioritize effectively, and maintain meticulous attention to detail.

● Strong Communication: Excellent verbal and written communication skills for interacting

professionally with clients, caregivers, and management.

● Problem-Solving: Proven ability to troubleshoot scheduling conflicts and logistical

challenges quickly and effectively under pressure.

● Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and

experience with electronic scheduling software or EHR systems (e.g., AxisCare, Paychex)

is highly desirable.

● Customer Service Orientation: A compassionate and professional demeanor when

dealing with sensitive client and personnel issues.