Home Care Operations Administrator

Interim HealthCare of Loudoun County, VA•Sterling, VA

1d•Onsite

About The Position

We are seeking a highly organized, proactive, and experienced Home Care Operations Coordinator to oversee the daily administrative, scheduling, clinical support, and operational functions of our growing home healthcare agency. This is not a typical office position. We are looking for someone who thrives in a fast-paced environment, enjoys solving problems, can effectively "put out fires," and keeps operations running smoothly while ensuring exceptional care for our clients. The Operations Coordinator serves as the central communication hub between clients, caregivers, referral sources, and leadership. The ideal candidate has extensive experience in home care operations, healthcare billing, scheduling, EMR systems, HR, and client management.

Requirements

Minimum of 2 years of experience in home care operations, healthcare administration, or a related healthcare setting.
Healthcare billing experience is required.
Experience with Electronic Medical Record (EMR) systems is required
Experience with healthcare scheduling and staffing coordination.
Knowledge of Medicare, Medicaid, private pay, and healthcare regulations.
Strong understanding of HR processes, employee compliance, and personnel documentation.
Excellent organizational, multitasking, and time-management skills.
Outstanding communication and customer service abilities.
Proficiency in Microsoft Office, Google, Canva a plus.
Ability to work independently while managing multiple priorities in a fast-paced environment.
Candidates must have some prior hands-on caregiving experience and understand the day-to-day responsibilities of field caregivers.
Experience with Personal care assistance
Bathing, dressing, grooming, and toileting
Incontinence care
Safe transfers and mobility assistance
Hoyer lift operation
Fall prevention
Dementia and Alzheimer's care
Companion care
Meal preparation
Medication reminders
Light housekeeping and other basic home care tasks

Nice To Haves

Canva a plus

Responsibilities

Coordinate the day-to-day operations of the agency to ensure seamless delivery of home care services.
Conduct client intake, assist with in-home assessments, coordinate the start of care, and introduce caregivers to new clients.
Manage ongoing client satisfaction and service evaluations while maintaining strong relationships with clients and families.
Maintain accurate client records and documentation within the Electronic Medical Record (EMR) system.
Resolve client concerns quickly and professionally.
Schedule caregivers based on client needs, skills, availability, and geographic location.
Manage schedule changes, call-outs, last-minute staffing issues, and emergency coverage.
Maintain appropriate staffing levels while ensuring continuity of care.
Participate in an on-call rotation to manage after-hours and weekend scheduling emergencies.
Process and monitor healthcare billing, authorizations, and documentation.
Verify client information and assist with Medicare, Medicaid, private pay, and insurance documentation.
Maintain accurate operational reports and records.
Assist with payroll preparation and caregiver documentation.
Assist with caregiver recruitment, interviewing, onboarding, orientation, and training.
Audit employee files to ensure compliance with licensing, certifications, TB testing, CPR, background checks, and continuing education requirements.
Track caregiver credentials and maintain personnel files in accordance with state and federal regulations.
Maintain EMR, scheduling, and office management systems.
Coordinate office supplies, vendor invoices, and operational inventory.
Support leadership with administrative projects and reporting.
Identify operational challenges and proactively implement solutions before they escalate.