Care Coordinator Jobs

About The Position

Requirements

• Previous experience in home care coordination, scheduling, or home care agency operations.
• Hands-on HHAeXchange experience.
• Experience using ADP and processing or supporting payroll.
• Experience with Pennsylvania OLTL home care services and managed care organizations.
• Working knowledge of service authorizations, EVV reconciliation, and caregiver timekeeping.
• Experience maintaining training records and preparing documentation for audits.
• Strong organization, attention to detail, and ability to manage competing deadlines.
• Professional communication and problem-solving skills.
• Proficiency with Microsoft Excel, Outlook, and electronic record systems.
• Ability to maintain confidentiality and work independently.

Nice To Haves

• At least two years of relevant home care agency experience.
• Experience coordinating MCO audits and corrective action responses.
• Experience with participant intake, caregiver onboarding, and authorization tracking.
• Associate’s or bachelor’s degree in business, health care administration, human services, or a related field.

Responsibilities

• Build and maintain caregiver schedules based on participant needs, approved service authorizations, and staff availability.
• Fill open shifts and respond to call-offs, scheduling conflicts, and coverage changes.
• Monitor attendance, late arrivals, missed visits, and unfilled shifts.
• Communicate schedule changes to participants, caregivers, and appropriate service coordinators.
• Monitor overtime and coordinate staffing adjustments with leadership.
• Escalate coverage gaps and concerns affecting participant safety or continuity of services.
• Receive referrals and coordinate participant intake from initial contact through the start of services.
• Gather required documents, verify service authorizations, and establish accurate participant records.
• Coordinate caregiver assignments and confirm readiness before services begin.
• Communicate with participants, families, service coordinators, and managed care organization representatives.
• Track authorization dates, approved hours, changes, and renewals.
• Maintain documentation of service changes, interruptions, and participant concerns.
• Maintain accurate participant, caregiver, authorization, and scheduling information in HHAeXchange.
• Review electronic visit verification records and follow up on missing clock-ins, clock-outs, and visit exceptions.
• Reconcile scheduled hours, verified visits, and approved authorizations.
• Resolve discrepancies using supporting documentation and approved correction procedures.
• Identify overlapping visits, duplicate entries, and hours exceeding authorization.
• Coordinate with billing and leadership to resolve issues affecting claims or payment.
• Review caregiver time records and prepare accurate payroll information in ADP.
• Reconcile submitted time against verified visits and supporting documentation.
• Identify missing punches, duplicate hours, incorrect pay rates, and other discrepancies before payroll submission.
• Enter approved payroll adjustments and maintain supporting records.
• Verify authorized benefit deductions and other payroll changes with appropriate personnel.
• Meet payroll deadlines and address employee payroll questions promptly.
• Protect confidential employee and payroll information.
• Track annual training assignments, completion dates, and outstanding requirements.
• Send reminders and follow up with employees and supervisors before deadlines.
• Maintain training records, certificates, and attendance documentation.
• Monitor required employee credentials and expiration dates.
• Assist with orientation and onboarding documentation.
• Notify leadership of overdue requirements or concerns affecting an employee’s eligibility for assignment.
• Coordinate preparation for managed care organization audits and monitoring reviews.
• Organize requested participant, caregiver, service, EVV, and training records.
• Review files for missing, expired, or inconsistent documentation.
• Track audit requests, submission deadlines, findings, and corrective actions.
• Work with leadership to correct deficiencies and verify completion.
• Maintain organized records that are ready for review throughout the year.