Job Summary
We are seeking a dynamic and highly organized Office Administrator to join our team! In this vital role, you will be the backbone of daily office operations, ensuring smooth workflows, excellent customer support, and efficient management of administrative tasks. Your energy, attention to detail, and proactive approach will help foster a productive and welcoming environment for both staff and visitors. This position offers an exciting opportunity to develop your administrative skills while contributing to the overall success of our organization.
Responsibilities
- Operational Leadership: Directing, organizing, and coordinating all daily home health services and office workflows.
- Regulatory Compliance: Enforcing strict adherence to Ohio state home care regulations, Medicare Conditions of Participation (CoPs), and OASIS documentation standards.
- Financial Oversight: Managing agency budgets, controlling expenditures, monitoring billing/reimbursement, and driving revenue growth.
- Staff Management: Hiring, onboarding, supervising, and evaluating clinical and administrative personnel, including field nurses and coordinators.
- Quality Assurance: Leading performance improvement initiatives, tracking patient satisfaction, and preparing the agency for state audits or surveys.
- Manage front desk operations, greeting visitors and directing phone calls using multi-line phone systems with professionalism and courtesy.
- Coordinate calendar management, scheduling appointments, meetings, and events with precision and efficiency.
- Handle data entry tasks accurately using productivity software such as Microsoft Office and Google Workspace, maintaining organized records and files.
- Perform clerical duties including filing, proofreading documents, and managing correspondence to ensure clarity and accuracy.
- Support bookkeeping activities utilizing QuickBooks or similar accounting software for invoicing, expense tracking, and financial record keeping.
- Provide exceptional customer service by assisting clients, vendors, and team members promptly and courteously.
- Maintain office supplies inventory, oversee office management procedures, and ensure a clean, organized workspace conducive to productivity.
Requirements
Job Requirements & Qualifications
- Minimum QualificationsEducation
- Associate's degree (minimum required) in Business Administration, Healthcare Administration, Nursing, or a related field. A Bachelor's degree is preferred.
Experience
- Minimum of 2–5 years of leadership or administrative experience in a home health agency, hospice, or healthcare setting.
- Experience supervising office staff, caregivers, and day-to-day home health operations.
- Knowledge of Ohio Medicaid, PASSPORT, waiver programs, Medicare, and VA home health services is preferred.
Required Knowledge & Skills
- Thorough knowledge and hands-on experience with Electronic Visit Verification (EVV) systems.
- Experience reviewing, processing, and managing CMS-485 (Plan of Care) forms.
- Working knowledge of IQIES for patient assessment, documentation, and compliance.
- Ability to conduct and monitor background checks, credential verification, and employee onboarding in accordance with state and federal regulations.
- Ability to conduct new employee orientation and provide ongoing training and support for Home Health Aides (HHAs) and office staff.
- Excellent verbal and written English communication skills are required. Candidates must be able to communicate professionally with patients, families, physicians, referral sources, employees, and regulatory agencies.
- Strong leadership, problem-solving, organizational, and decision-making skills.
- Excellent interpersonal and customer service skills with the ability to build positive relationships with staff and clients.
- Strong attention to detail with the ability to maintain accurate, confidential records and ensure regulatory compliance.
- Ability to prioritize multiple tasks, meet deadlines, and work independently in a fast-paced environment.
Computer & Office Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace, and healthcare documentation systems.
- Experience with electronic medical records (EMR), data entry, scheduling software, and healthcare billing systems.
- Experience with QuickBooks or similar accounting software is preferred.
- Proficient in operating standard office equipment, including printers, scanners, copiers, fax machines, and multi-line telephone systems.
Preferred Qualifications
- Bilingual abilities are a plus but not required.
- Previous experience in medical office administration, healthcare reception, or executive administrative support is an advantage.
- Experience with quality assurance, compliance, staffing coordination, payroll support, and regulatory documentation is preferred.
Essential Day-to-Day Responsibilities
The Office Manager/Operations Manager must be able to:
- Manage daily office operations and staff scheduling.
- Oversee EVV compliance and resolve visit verification issues.
- Process and monitor CMS-485 forms and physician orders.
- Maintain accurate documentation within IQIES and other healthcare systems.
- Conduct employee background checks, credential verification, and onboarding.
- Provide orientation and ongoing training for Home Health Aides.
- Communicate professionally and effectively in English with patients, physicians, referral sources, and staff.
- Ensure compliance with Medicare, Medicaid, Ohio Department of Health, and agency policies.
- Maintain confidential employee and patient records while supporting efficient office operations.
Join us as an Office Administrator if you’re ready to bring your energetic spirit and meticulous organizational skills into a role that makes a real difference! We value proactive professionals who thrive in fast-paced environments and are eager to support our team’s success through exceptional administrative expertise.
Pay: $16.00 - $25.00 per hour
Benefits:
Work Location: In person
