Operations Manager

CareRing Health, LLC•Philadelphia, PA

16d

About The Position

We are a leading provider of home health & hospice services throughout the states of Pennsylvania. Our mission is to provide exceptional and compassionate homecare services to patients who need our help the most. We are seeking a talented, passionate individual to join our team as an Operations Manager and help our patients live happier and healthier lives. What We Offer: We know that, to be the best place for our patients, we must be the best place to work for our employees. We offer the following to our employees: Make a difference every day in the lives of those who need our help the most Completive pay Paid on a weekly basis Medical/dental/vision/life insurance Paid holidays/PTO/401(k) match Career growth opportunities Great and collaborative work environment Work‐life balance

Requirements

Associate or bachelor’s degree in business, healthcare administration, or related field preferred; equivalent healthcare office experience accepted.
2+ years of experience in healthcare office or operations management, preferably in home health, hospice, or post‑acute care.
Working knowledge of EMR systems, Microsoft Office/Google Suite, and basic reporting tools.
Understanding of HIPAA and basic familiarity with Medicare/Medicaid and commercial payers in home health/hospice.
Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast‑paced environment.
Excellent interpersonal and communication skills with customers, staff, and leadership.

Nice To Haves

Prior supervisory experience over non‑clinical staff is strongly preferred.

Responsibilities

Oversee daily office operations, including in-bound calls, medical records and general administrative support for home health and hospice.
Maintain and optimize office processes for intake, document routing, and communication with field staff.
Ensure accurate setup and maintenance of patient records in the EMR, including demographics, payers, orders, and status updates.
Supervise scheduling staff responsible for coordinating clinician visits and other patient‑related activities to ensure capacity, caregiver and territory optimization are met.
Ensure timely communication of schedule changes, new admissions, and visit updates to field staff and families.
Support management of on‑call and after‑hours schedules from an administrative standpoint (contact lists, call trees, calendars).
Serve as liaison between the agency and central billing/finance for claims, authorizations, room‑and‑board, and related billing activities.
Ensure accurate and timely collection and submission of documentation needed for billing (face‑to‑face, physician orders, consents, visit verification).
Assist with payroll processing, including timekeeping verification, timesheet audits, and follow‑up on payroll discrepancies for office team.
Ensure office practices adhere to HIPAA and company policies, including secure handling of PHI and personnel information.
Maintain required logs, rosters, and tracking tools (orders, records requests, ADR’s).
Assist leadership with preparation for surveys, audits, and internal reviews by organizing records and pulling requested reports.
Supervise assigned non‑clinical staff (all CTA roles: reception, schedulers, intake) including hiring input, training, coaching, and performance feedback.
Coordinate onboarding for new non‑clinical employees and assist with HR paperwork, personnel files, and compliance checklists.
Act as an operational point of contact for patients, families, facilities, and referral sources regarding scheduling, paperwork, and general non‑clinical issues.
Support resolution of routine service issues (e.g., visit timing, communication gaps, paperwork needs) in collaboration with clinical leadership.
Promote a professional, welcoming office environment that reflects the organization’s values and service standards.