Assistant Home Care Agency Director / Office Manager
Praise Homecare Inc.
Location: Wilson, NC
Position: Full-Time
Industry: Home Care / Healthcare Administration
Position Summary
Praise Homecare Inc. is seeking an energetic, experienced, highly organized Assistant Home Care Agency Director / Office Manager to assist with the daily management and administrative operations of our growing home care agency.
This is not an entry-level position. Prior home care agency experience is required.
This is a vital leadership position responsible for helping ensure the smooth operation of our administrative office while supporting quality client services, caregiver coordination, Medicaid operations, compliance, human resources, payroll, and overall agency growth.
The ideal candidate will be proactive, dependable, detail-oriented, and comfortable taking ownership of responsibilities. This individual should have experience working within a North Carolina home care agency and understand the unique administrative requirements associated with Medicaid-funded home care services.
The Assistant Agency Director will work closely with the Agency Director/Administrator and serve as an important point of contact for employees, clients, families, vendors, managed care organizations, and other community partners.
ResponsibilitiesAgency Operations & Office Management
- Assist the Agency Director with the overall daily operations of Praise Homecare Inc.
- Oversee the day-to-day functioning of the administrative office.
- Help develop and maintain efficient administrative procedures and workflows.
- Supervise administrative staff and provide training, direction, support, and performance feedback.
- Ensure office assignments and administrative responsibilities are completed accurately and on time.
- Maintain professional communication between management, office staff, caregivers, clients, and families.
- Assist with resolving employee and client concerns.
- Maintain a professional, organized, welcoming, and client-focused office environment.
Client Services & Scheduling
- Coordinate and manage caregiver and client schedules to ensure appropriate staffing and efficient service delivery.
- Assist with new client intake, onboarding, service initiation, and ongoing client communication.
- Monitor caregiver attendance, call-outs, late arrivals, missed visits, and scheduling changes.
- Help ensure caregivers are assigned according to client needs, approved schedules, and service authorizations.
- Communicate with clients, family members, caregivers, case managers, and other authorized representatives.
- Provide excellent customer service and promptly address client concerns.
- Help ensure continuity of care when staffing changes occur.
HHAeXchange & EVV
The successful candidate should have working knowledge and preferably hands-on experience with:
- HHAeXchange
- Electronic Visit Verification (EVV)
- Monitoring caregiver clock-in and clock-out activity
- Reviewing EVV exceptions
- Correcting or assisting with visit discrepancies
- Monitoring missed or incomplete visits
- Ensuring visit documentation supports authorized services
- Helping ensure EVV compliance and accurate service records
NC Medicaid Operations
Applicants should have experience or strong working knowledge of:
- NCTracks
- NC LIFTSS
- North Carolina Medicaid
- Medicaid service authorizations
- Medicaid provider processes
- North Carolina Medicaid managed care organizations/health plans
- Authorization tracking and expiration monitoring
- Medicaid credentialing and/or provider enrollment processes
- Communicating with health plans, case managers, and other payer representatives
- Maintaining documentation necessary for Medicaid compliance
Human Resources & Employee Management
- Assist with recruiting, interviewing, hiring, and onboarding caregivers and administrative employees.
- Conduct or coordinate employee orientation and training.
- Maintain confidential employee personnel files.
- Monitor required employee documentation, credentials, certifications, training, and expiration dates.
- Support ongoing employee development and in-service training.
- Assist with employee performance management and corrective actions when necessary.
- Maintain confidentiality of employee and client information.
- Help ensure employees follow agency policies and procedures.
Compliance & Documentation
- Maintain organized and complete client and employee records.
- Assist with medical and home care documentation and filing requirements.
- Monitor documentation for completeness and accuracy.
- Help prepare the agency for audits, surveys, credentialing reviews, and compliance monitoring.
- Assist with quality assurance activities.
- Help monitor incidents, complaints, corrective actions, and required follow-up.
- Protect confidential client and employee information in accordance with agency policies and applicable privacy requirements.
Payroll, Bookkeeping & Financial Administration
- Assist with payroll preparation and processing to ensure employees are paid accurately and timely.
- Review employee hours and service records before payroll processing.
- Assist with basic bookkeeping and accounting activities.
- Work with QuickBooks or similar accounting software.
- Maintain spreadsheets and financial tracking reports.
- Assist with monitoring office expenses and budgets.
- Coordinate vendor invoices and payments.
- Help identify discrepancies involving payroll, hours, invoices, or administrative expenses.
Vendor & Community Relations
- Oversee or assist with vendor relationships, contracts, invoices, and office supply procurement.
- Maintain professional relationships with community organizations and referral sources.
- Assist with community outreach and agency events.
- Help promote Praise Homecare's services within the communities we serve.
- Support business development and client recruitment initiatives when needed.
Front Office & Administrative Support
- Oversee front desk operations.
- Ensure incoming telephone calls are answered professionally.
- Respond appropriately to client, employee, and community inquiries.
- Maintain organized electronic and paper filing systems.
- Prepare correspondence, reports, spreadsheets, and other administrative documents.
- Utilize Microsoft Word, Excel, Outlook, and other office technology.
- Maintain calendars, appointments, meetings, and administrative deadlines.
Required Qualifications & Experience
We are seeking candidates with proven home care/healthcare administrative experience, not applicants looking to enter the industry for the first time.
Qualified applicants should possess:
- Previous experience working in a home care agency or closely related healthcare setting
- Previous supervisory, administrative, office management, or leadership experience
- Knowledge of home care agency operations
- Experience with caregiver and client scheduling
- Experience with employee onboarding and personnel records
- Strong understanding of confidentiality and handling sensitive information
- Strong verbal and written communication skills
- Excellent organizational and time-management abilities
- Strong computer and data-entry skills
- Proficiency with Microsoft Word, Excel, Outlook, and spreadsheets
- Experience with payroll administration
- Knowledge of basic bookkeeping principles
- Experience with QuickBooks or similar accounting software
- Experience managing multiple responsibilities and deadlines in a fast-paced environment
- Excellent customer service and professional telephone etiquette
Home Care Systems & Medicaid Experience
Strong preference will be given to candidates with hands-on experience with:
HHAeXchange EVV NCTracks NC LIFTSS North Carolina Medicaid Medicaid Managed Care Service Authorizations Medicaid Credentialing/Provider Processes
Previous experience as an Assistant Agency Director, Home Care Office Manager, Agency Administrator, Operations Manager, Client Care Coordinator, Scheduling Coordinator, Medicaid Coordinator, HR Coordinator, or similar home care leadership position is highly desirable.
Pay: $28,000.00 - $35,000.00 per year
Application Question(s):
- How many years of experience do you have working for a home care agency?
- Do you have previous experience with HHAeXchange?
- Do you have hands-on experience managing or reviewing Electronic Visit Verification (EVV)?
- Do you have experience using NCTracks in a professional home care or Medicaid setting?
- Do you have working experience with NC LIFTSS?
- Do you have experience working with North Carolina Medicaid managed care plans and service authorizations?
- Have you previously held a supervisory, management, administrative, or leadership position within a home care agency?
- Please briefly describe your North Carolina home care experience, including the systems, Medicaid programs, and managed care organizations you have worked with.
Location:
- Wilson, NC 27893 (Preferred)
Ability to Commute:
- Wilson, NC 27893 (Preferred)
Work Location: In person
