Bilingual office manager/ Administrative supervisor

Job Description

Job Description

Benefits:

• 401(k)
• Bonus based on performance
• Opportunity for advancement
• 401(k) matching

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.
• Performs in-home client assessments to determine service needs and develop individualized care plans under AHCA Homemaker and Companion guidelines. Ensures care plans reflect accurate scope of services (companionship, homemaking, light housekeeping, meal prep, transportation, etc.) and client preferences.

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