Home Care Administrator
Limitless Care is seeking an experienced, organized, and compassionate Home Care Administrator to oversee the daily operations of our California Home Care Organization (HCO). This is an in-office position located in Antioch, CA 94509. The Home Care Administrator will work primarily from our office and will be responsible for overseeing agency operations, caregiver management, client coordination, documentation, compliance, and quality assurance.
The ideal candidate will have hands-on experience in home care administration and a strong understanding of California Department of Social Services (CDSS), Community Care Licensing Division (CCLD), Home Care Services Branch (HCSB), and Home Care Aide (HCA) requirements.
Position Summary
The Home Care Administrator will provide leadership and oversight of the agency's day-to-day operations while ensuring services are delivered in accordance with applicable California laws, regulations, agency policies, client service agreements, and individualized care plans.
This position will oversee caregiver recruitment and onboarding, HCA registration and compliance, scheduling, client intake, documentation, quality assurance, employee records, training, and communication with clients and their families.
Key Responsibilities
Agency Operations & Administration
- Oversee the daily operations of the Home Care Organization.
- Ensure agency operations remain consistent with California HCO licensing requirements and applicable CDSS/HCSB regulations.
- Maintain and implement agency policies, procedures, and operational protocols.
- Ensure required agency records, forms, policies, and documentation are maintained accurately and securely.
- Assist with preparing the agency for CDSS/HCSB inspections, reviews, complaints, and requests for documentation.
- Monitor agency compliance and identify areas requiring corrective action.
- Maintain confidentiality of client, employee, and agency information.
Home Care Aide (HCA) Compliance
- Ensure caregivers meet applicable California Home Care Aide Registry requirements before providing services when registration is required.
- Monitor HCA registration status and renewals.
- Ensure required Live Scan and criminal background-check processes are completed.
- Maintain documentation related to HCA registration, background clearances, exemptions, and personnel files.
- Verify caregiver eligibility and required documentation prior to assignment to clients.
- Stay current with CDSS changes affecting Home Care Organizations and registered Home Care Aides.
California requires affiliated Home Care Aides to be listed on the HCA Registry before providing home care services through an HCO. HCA applicants must also complete the applicable background-check process, including fingerprinting/Live Scan.
Caregiver Recruitment & Management
- Recruit, interview, hire, and onboard qualified caregivers.
- Conduct caregiver orientation and ensure required training is completed and documented.
- Maintain complete and up-to-date caregiver personnel files.
- Monitor caregiver attendance, performance, reliability, and professionalism.
- Coordinate caregiver assignments based on client needs, qualifications, availability, and compatibility.
- Address caregiver performance concerns and implement corrective action when appropriate.
- Maintain appropriate staffing coverage and respond to call-offs and schedule changes.
- Provide ongoing support and communication to caregivers.
Client Intake & Care Coordination
- Conduct or coordinate new client intake and service assessments in accordance with agency procedures.
- Review client needs and ensure appropriate caregiver assignments.
- Maintain current client records and service agreements.
- Ensure caregivers understand the client's authorized services and care expectations.
- Monitor client satisfaction and follow up on concerns or complaints.
- Communicate professionally with clients, families, referral sources, and other involved parties.
- Coordinate changes in service needs, schedules, and caregiver assignments.
- Escalate situations that require licensed clinical or emergency intervention.
Documentation & Recordkeeping
- Ensure client and employee documentation is complete, accurate, current, and securely maintained.
- Monitor caregiver timesheets, service documentation, schedules, and required records.
- Maintain documentation of training and competency requirements.
- Ensure required agency forms and records are properly completed and retained.
- Protect confidential and personally identifiable information.
- Conduct periodic file audits to identify missing or incomplete documentation.
Compliance & Quality Assurance
- Develop and maintain an ongoing compliance and quality-assurance process.
- Monitor compliance with applicable California HCO requirements.
- Review client complaints, incidents, caregiver concerns, and service issues.
- Investigate and document complaints and incidents according to agency policy and applicable requirements.
- Implement corrective actions and follow up to ensure issues are resolved.
- Assist with regulatory inspections and provide requested records and documentation.
- Stay informed of changes to California HCO laws, regulations, and CDSS guidance.
California's Home Care Services Branch oversees the licensing and regulatory oversight of Home Care Organizations and the Home Care Aide Registry. California's Home Care Services Consumer Protection Act requires Home Care Organizations to be licensed and establishes the HCA Registry.
Scheduling & Staffing
- Oversee caregiver scheduling and client coverage.
- Ensure clients receive services according to their authorized schedules and service agreements.
- Respond promptly to call-offs, emergencies, and staffing changes.
- Maintain accurate scheduling records.
- Coordinate after-hours or emergency coverage as required by agency policy.
- Communicate schedule changes to clients, caregivers, and families.
Staff Training & Development
- Coordinate initial and ongoing caregiver training.
- Maintain training records and documentation.
- Ensure caregivers receive training appropriate to their assigned duties and client needs.
- Provide coaching and performance feedback.
- Identify additional training needs and coordinate educational opportunities.
Client Safety & Incident Management
- Promote client safety and dignity at all times.
- Respond promptly to reports of abuse, neglect, exploitation, injuries, falls, emergencies, or other significant incidents.
- Follow agency procedures for incident reporting and escalation.
- Ensure concerns outside the scope of non-medical home care are referred to the appropriate healthcare professional, emergency service, or other responsible party.
- Maintain appropriate documentation of incidents and follow-up actions.
California Regulatory Knowledge Required
The successful candidate should have working knowledge of:
- California Department of Social Services (CDSS)
- Community Care Licensing Division (CCLD)
- Home Care Services Branch (HCSB)
- Home Care Organization (HCO) licensing requirements
- Home Care Services Consumer Protection Act
- Home Care Aide (HCA) Registry
- Guardian system
- Live Scan / criminal background clearance requirements
- California Home Care Aide registration and renewal requirements
- HCO personnel and client recordkeeping requirements
- Caregiver onboarding and training requirements
- Client rights, confidentiality, and privacy
- Complaint and incident management
- Quality assurance and compliance monitoring
CDSS identifies required HCO application materials including job descriptions, personnel policies, a training plan, program description, and insurance information, making strong administrative and compliance oversight an important part of the position.
Qualifications Required:
- High school diploma or equivalent.
- Previous experience in home care, caregiving, healthcare administration, senior care, or a related field.
- Previous supervisory, management, or administrative experience.
- Working knowledge of California Home Care Organization requirements.
- Knowledge of California Home Care Aide Registry requirements.
- Strong understanding of caregiver hiring, onboarding, scheduling, and personnel management.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to maintain accurate and confidential records.
- Strong problem-solving and conflict-resolution skills.
- Proficiency with Microsoft Office, email, electronic scheduling systems, and other administrative software.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
Preferred
- Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Human Resources, Nursing, Social Services, or a related field.
- Previous experience as a Home Care Administrator, HCO Manager, Care Coordinator, Operations Manager, or similar position.
- Experience working directly with California CDSS/HCSB requirements.
- Experience with the Guardian system and HCA Registry.
- Experience preparing for regulatory inspections or compliance reviews.
- Experience developing caregiver training and quality-assurance programs.
- Experience with home care scheduling and electronic documentation systems.
Background & Compliance Requirements
Employment is contingent upon successful completion of applicable employment and agency requirements, which may include:
- Criminal background check and Live Scan, as applicable.
- Verification of employment history and references.
- Verification of education and qualifications.
- Completion of required agency orientation and training.
- Completion of required confidentiality and HIPAA-related training, as applicable to the position.
- Compliance with all applicable California HCO requirements.
CDSS states that individuals working in or providing services through a Home Care Organization may be subject to fingerprinting and criminal-background clearance requirements.
Ideal Candidate
We are looking for someone who is:
- Organized and detail-oriented
- Knowledgeable about California home care regulations
- A strong leader and communicator
- Comfortable managing caregivers and client schedules
- Proactive about compliance
- Compassionate toward seniors, adults with disabilities, and their families
- Professional and dependable
- Able to handle confidential and sensitive information
- Comfortable managing multiple priorities and time-sensitive issues
- Committed to maintaining high standards of client care and safety
Position Details
Position: Home Care Administrator
Company: Limitless Care Caregiving Agency
Employment Type: Full-Time
Schedule: Monday–Friday; flexibility may be required based on agency operational needs
Location: California
Reports To: Agency Owner / Executive Leadership
Why Join Limitless Care?
At Limitless Care Caregiving Agency, we believe quality home care begins with a strong team. Our Home Care Administrator will play a key role in creating a safe, compliant, organized, and compassionate environment for both our clients and caregivers.
If you have strong home care experience, understand California HCO requirements, and are ready to take a leadership role in a growing caregiving agency, we encourage you to apply.
Apply today and join the Limitless Care team!
Pay: $40,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Home Care Manager : 1 year (Required)
Ability to Commute:
- Antioch, CA 94531 (Required)
Work Location: In person
