Benefits:

401(k)

Bonus based on performance

Opportunity for advancement

Benefits/Perks

Flexible Scheduling

Competitive Compensation

Careers Advancement

Job Summary

We are seeking a Home Health Office assistant and Care Scheduler to join our team. In this role, you will collect, manage, and report on the scheduling information. This is an important position that allows us to provide comprehensive and consistent patient care by coordinating medical and health services. The ideal candidate is empathetic, highly organized, and possesses excellent customer service skills and able to multi task and manage time and willing to build the business and grow with us.

Position summary

Provide administrative and clerical support to the home health office to ensure efficient operations, accurate client records, timely billing and scheduling, and compliance with AHCA rules, Florida law, and agency policies. This role is non-clinical and does not perform licensed clinical tasks.

Primary responsibilities

Front-desk and communications

Greet callers and visitors; answer phones and route messages professionally. Should be able to take Intake calls professionally.

Schedule and confirm client visits, coordinate caregiver schedules, and manage appointment changes.

Maintain accurate provider and caregiver contact lists and licensees.

Client records and documentation

Create, update, and maintain client files in electronic and/or paper medical records systems in accordance with agency policy and AHCA requirements.

Scan, file, and organize documentation (assessments, plans of care, consents, physician orders).

Assist with timely collection of signatures, consents, and required documentation for admissions, recertifications, and discharges.

Billing and administrative support

Prepare, verify, and forward visit logs, timesheets, and other documentation for billing and payroll.

Assist with insurance verifications, authorizations, and referral processing.

Perform basic data entry and run routine reports from the agency’s software.

Compliance and confidentiality

Maintain confidentiality of client and employee information in accordance with HIPAA and agency policies.

Help maintain employee files (licenses, trainings, background checks) to ensure credential currency.

Assist with incident reporting processes by notifying appropriate staff and ensuring documentation is completed.

Coordination and customer service

Serve as a liaison between clients, families, caregivers, clinicians, and outside providers to support continuity of care.

Respond to client and family inquiries, escalating clinical or urgent concerns to licensed staff immediately.

Office operations

Manage office supplies, incoming/outgoing mail, and vendor communications.

Support onboarding tasks for new hires (scheduling orientation, coordinating testing, providing paperwork).

Responsibilities

Coordinate internal and external staffing needs

Assign clients to the appropriate caregivers

Use cloud-based scheduling software

Maintain an up-to-date list of on-call and backup staff and use to secure last-minute coverage

Communicate with caregivers regarding any updates or changes to their schedule

Communicate with managers and clients to inform them of any schedule or staffing changes

Assist in the hiring, training, and management of new staff

Qualifications

High school diploma or GED

Previous experience as a Home Care Scheduler or in a similar position is preferred

Highly organized with attention to detail

Comfortable with Microsoft Office and other computer programs

Ability to multitask and prioritize projects

Excellent customer service and interpersonal skills