The Home Health Care Office Administrator oversees the day-to-day administrative operations of the agency, ensuring smooth office workflows, seamless scheduling, regulatory compliance, and excellent communication between patients, field staff, and management. This role serves as the central hub for agency communications, record management, client intake, and back-office administrative operations.

Key Responsibilities:

Office Management & Operations

Manage daily front-office activities, including phone management, mail processing, and main office reception.

Maintain physical and electronic filing systems for active and inactive client records in accordance with HIPAA standards.

Order and track medical, nursing, and general office supplies.

Coordinate internal administrative meetings, staff training sessions, and agency events.

Staffing, Scheduling & Caregiver Coordination

Assign caregivers, nurses, and home health aides to clients based on care plans, geographic locations, and availability.

Manage last-minute schedule changes, shift coverages, and open shift filling to prevent gaps in client care.

Track field staff attendance, timecards, and visit verification (EVV - Electronic Visit Verification).

Client Intake & Service Coordination

Serve as the primary point of contact for new client inquiries, family members, and medical referral sources.

Gather demographic and insurance details during intake and set up initial client charts.

Send care details and updates to field clinical teams to ensure continuity of care.

Billing, Payroll & HR Support

Collect, review, and verify timecards and visit notes for accurate weekly payroll processing.

Assist the billing department with insurance pre-authorizations, claim preparation, and accounts receivable follow-up.

Support onboarding for new hires by gathering background check documentation, checking credentials, and maintaining personnel compliance files.

Regulatory Compliance & Quality Assurance

Ensure client and staff files adhere to state licensure, Medicaid/Medicare requirements, and accreditation standards.

Audit medical charts periodically for missing signatures, expired doctor's orders, or incomplete care plans.

Assist executive leadership during state health department or regulatory survey.

FOUR-YEAR COLLEGE DEGREE REQUIRED

Sunlight Home Health Care

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