Easter Seals Jobs

Position Overview:

We are seeking a highly organized and proactive Administrative Operations Manager to join our home healthcare agency. This role also involves providing direct assistance to the Owner/Administrator to support agency leadership. This critical role ensures seamless office operations, effective staff coordination, billing efficiency, and exceptional patient care support. The ideal candidate is a skilled communicator and multitasker who thrives in a dynamic environment, maintaining the highest standards of compliance, staff efficiency, and operational excellence.

Key Responsibilities:

1. Staff Management and Scheduling:

• Create, manage, and adjust staff schedules to ensure adequate coverage for clients.
• Coordinate with Schedule Coordinator call-outs replacements and maintain staffing continuity.
• Organize and oversee staff orientations, interviews, and trainings.
• Facilitate communication and updates to staff regarding schedules, policies, and procedures.

2. Patient and Client Coordination:

• Serve as the primary point of contact for new patients and their families.
• Schedule and conduct patient intake meetings and assements to ensure a smooth onboarding process.
• Collaborate with caregivers and patients to create and update plan of care, supervisory visits and discharge plans.

3. Office Operations and Communication:

• Manage all incoming and outgoing correspondence, including phone calls and emails.
• Maintain and update insurance contracts and agency documents, policies and procedures.
• Oversee office supply inventory and medical equipment to ensure availability.
• Plan and coordinate agency events with Community Engagement Specialist, including team meetings and staff appreciation events.

4. Compliance and Policy Oversight:

• Ensure adherence to office policies, procedures, and home healthcare regulations.
• Conduct regular compliance reviews and maintain accurate documentation.
• Collaborate with leadership to improve operational workflows and maintain best practices.
• Perform and participate in internal and external audits.
• Coordinate with all leadership all incident reports, complaints, behavioral patterns, compliance violations.
• Document and maintain logs of all i ncident reports, complaints, behavioral patterns, compliance violations and outcomes

5. Medical Billing and Insurance Support:

• Confirm patient insurance coverage, eligiblity and authorizations.
• Track and maintain authorizations to ensure no lapse of coverage.
• Process medical billing, claims submissions, and post payments with accuracy and timeliness.
• Generate and analyze financial reports to track billing, collections, and outstanding accounts.
• Act as the liaison for insurance-related inquiries, coordinate contract renewals and/or updates with Owner/Administrator
• Reconcile billing records, resolve discrepancies, and follow up on unpaid claims.

6. Business Development:

• Think outside the box to develop innovative strategies and identify new business opportunities.
• Implement initiatives that will expand and drive the growth of the organization.
• Collaborate with leadership to assess market trends and explore partnerships or services to enhance agency offerings.

Qualifications:

Education and Experience:

• Proven experience in office administration, healthcare operations, or a related role.
• Strong knowledge of home healthcare policies, procedures, and compliance requirements.
• Experience with medical billing and insurance processes in a healthcare setting.

Skills and Competencies:

• Excellent organizational, time-management, and multitasking abilities.
• Proficient in scheduling software, Micr soft Office Suite, and practice management/billing systems.
• Strong interpersonal and communication skills, with the ability to work collaboratively with staff, patients, and families.
• Problem-solving mindset with attention to detail and ability to manage competing priorities.

Certifications (Preferred):

• LPN, or RN license is a plus.
• Bi-lingual with the ability to speak, read, and write in multiple languages is highly desirable.

What We Offer:

• Competitive salary based on experience.
• Paid time off (PTO) and continuing education reimbursement.
• A supportive, collaborative, and dynamic work environment.
• Annual performance bonuses and opportunities for growth.

If you are a detail-oriented professional passionate about improving healthcare operations and fostering a supportive team environment, we invite you to apply for the Administrative Operations Manager role.