We are seeking a detail-oriented and organized Home Care Office Assistant to join our team. This role supports the smooth operation of our home care agency by handling administrative tasks, ensuring compliance with policies and Indiana Medicaid Waiver regulations, and facilitating communication between staff, clients, and governing bodies. The ideal candidate will have strong communication skills, excellent attention to detail, and a commitment to providing exceptional support in a fast-paced environment.
Key Responsibilities:1. Compliance and Policy Management
- Ensure agency operations and staff conduct remain in compliance with Indiana state licensure requirements, FSSA, BDDS, and Medicaid Waiver program regulations.
- Implement, revise, and maintain agency policies and procedures based on applicable state and federal laws.
- Conduct internal audits and compliance reviews; prepare for annual state inspections and CARF accreditation if applicable.
- Oversee employee competency evaluations, training, and retraining programs with proper documentation.
2. Medicaid Waiver Program Knowledge
- Understand and apply Medicaid Waiver service definitions (CIH, FSW, SFC, Attendant Care, Respite, etc.).
- Work with case managers and BDDS representatives to support client eligibility, service authorizations, and ISP requirements.
- Track and ensure compliance with Service Plans, monthly summaries, and prior authorization documentation.
3. Employee Management and Development
- Lead hiring, onboarding, and credentialing of employees in compliance with state law (TB test, background check, OIG exclusion checks).
- Maintain staff records, certifications, training logs, and expiration tracking.
- Coordinate in-service trainings and performance evaluations.
- Monitor daily operations to ensure efficient communication between office staff, caregivers, and clinical personnel.
4. Scheduling and Operations
- Coordinate client schedules with support staff to ensure timely and consistent service delivery.
- Manage call-offs, schedule changes, shift coverage, and ensure that service hours remain within approved Medicaid limits.
- Assist with time tracking and EVV compliance (Sandata or AlayaCare platforms preferred).
5. Billing and Documentation
- Submit Medicaid Waiver claims via Indiana Medicaid portal, Sandata, or other EVV systems.
- Track billed hours, rejected claims, and reconciliation reports.
- Ensure all client documentation—including care logs, service delivery records, and plans of care—is completed timely and accurately.
6. Client Intake, Referrals, and Marketing
- Handle intake and onboarding of new clients, including contact, paperwork collection, and service setup.
- Build and maintain professional relationships with referral sources (case managers, hospitals, social workers).
- Participate in marketing and outreach initiatives to grow the client base.
- Monitor client satisfaction and follow up on concerns and grievances.
7. Quality Improvement and Client Satisfaction
- Implement agency’s annual quality improvement program to monitor client outcomes, incidents, and service effectiveness.
- Review and analyze survey data, develop reports, and recommend improvements.
- Monitor and manage client complaints, unusual occurrences, and incident reports per state guidelines.
8. HIPAA Compliance and Records Maintenance
- Serve as the agency’s Privacy Officer, ensuring all Protected Health Information (PHI) is handled in accordance with HIPAA.
- Educate staff on confidentiality practices and monitor compliance.
- Maintain agency records securely for the minimum 7-year requirement per ISDH standards.
9. Annual Reviews and Board Reporting
- Conduct comprehensive annual reviews on agency policies, programming, client satisfaction, and compliance status.
- Prepare reports for the Board of Directors, identifying trends, risks, and recommendations for improvements.
Qualifications:
- High school diploma or GED required; Associate’s or Bachelor’s degree in Healthcare Administration, Business, or related field preferred.
- Minimum 1–2 years of experience in a home care or healthcare administrative setting.
- Strong knowledge of Indiana Medicaid Waiver services, policies, and billing requirements.
- Understanding of FSSA, BDDS, INsite, HIPAA, and relevant Indiana licensure regulations.
- Proficiency in Microsoft Office Suite and data management systems.
- Excellent verbal and written communication skills.
- Experience in training, evaluations, and performance management preferred.
- Must be able to pass a background check, drug screen, and complete all state-required credentialing.
Work Environment:
- Primarily office-based with some occasional site visits to client homes or community settings.
- Regular interaction with direct care staff, nurses, clients, families, and state case managers.
Apply Now:
Join our team at Alternative Home Care Services LLC and play a key role in delivering high-quality care, ensuring compliance, and growing a community-centered home care.
Job Type: Part-time
Pay: $17.00 - $19.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Referral program
Work Location: In person
