Administrative Oversight
Manage daily office operations (phones, scheduling, paperwork). Maintain and organize client and caregiver records (digital and paper). Ensure all required documentation (care plans, authorizations, timesheets) is complete and up to date. Prepare reports for owners, supervisors, or external agencies (such as Medicaid, waiver programs).
Staff Coordination
Assist with caregiver hiring, onboarding, and compliance (help ensure clearances, certifications, and background checks are valid). Maintain caregiver schedules and match caregivers with client needs. Monitor staff timekeeping and attendance (approve timesheets, track clock-ins/outs). Arrange or track caregiver training (especially if required for compliance).
Client Support
Assist with intake of new clients (initial paperwork, explaining services). Communicate with clients/families about scheduling, care changes, or concerns. Handle minor client complaints or service changes; escalate serious issues to directors.
Compliance & Quality Assurance
Help ensure the agency complies with state care regulations (especially important for Medicaid and waiver-funded services). Prepare for audits or surveys (review client and employee files for completeness). Track expirations of caregiver credentials (CPR, TB tests, driver's license, etc.).
Billing & Payroll Support (if applicable)
Collect and verify caregiver timesheets or EVV (Electronic Visit Verification) entries. Assist with payroll processing (checking hours, resolving discrepancies).
Other Duties
Manage office supplies and equipment. Support marketing efforts (answering inquiry calls, helping organize events). Other administrative tasks assigned by agency director or owner.
Key Skills Needed
Strong organization and time management. Scheduling experience. Familiarity with Medicaid paperwork or EVV systems (like HHAeXchange). Customer service skills. Basic HR or staff management knowledge. Comfort with software (scheduling, EMR, payroll, Microsoft Office, Excel, etc.). Must be Bilingual