Home Health Agency Operations Manager
Company: Nettie Mae Berry Foundation LLC
Position Title: Home Health Agency Operations Manager
Employment Type: Part-Time
Location: Gainesville, Florida
Position Summary
The Home Health Agency Operations Manager is responsible for the overall leadership and day-to-day management of the Home Health Agency operations at Nettie Mae Berry Foundation LLC. This position ensures the delivery of high-quality, person-centered home care services while maintaining operational efficiency, regulatory compliance, staff accountability, and exceptional customer service.
The Operations Manager oversees caregiver scheduling, client intake, employee recruitment and supervision, billing oversight, payroll coordination, quality assurance, compliance, and business development. This individual serves as the operational leader of the agency, ensuring clients receive compassionate, reliable care while supporting organizational growth and maintaining compliance with all applicable federal and Florida regulations.
The ideal candidate has extensive experience managing a licensed Florida home health or non-medical home care agency and possesses strong leadership, organizational, and problem-solving skills. This position requires someone who can effectively manage multiple priorities in a fast-paced environment while ensuring uninterrupted client care and supporting the continued growth of the organization.
Essential Duties and Responsibilities
Scheduling & Workforce Management (Primary Responsibility)
The Operations Manager is responsible for ensuring uninterrupted, high-quality client care by overseeing all aspects of caregiver scheduling and workforce management.
Responsibilities include:
- Develop, maintain, and oversee daily, weekly, and monthly caregiver schedules.
- Match caregivers with clients based on skills, availability, personality, location, and client preferences.
- Coordinate staffing for all new client admissions and service changes.
- Ensure all client shifts are fully staffed with minimal interruptions in care.
- Respond promptly to caregiver call-offs, no-shows, emergencies, and last-minute scheduling changes.
- Arrange qualified replacement caregivers to ensure continuity of care.
- Monitor caregiver availability and proactively identify staffing shortages.
- Balance caregiver workloads while minimizing overtime and travel time.
- Coordinate holiday, weekend, evening, and after-hours staffing coverage.
- Maintain accurate scheduling records using HHAeXchange or similar scheduling software.
- Monitor Electronic Visit Verification (EVV) compliance and resolve scheduling discrepancies.
- Communicate schedule updates promptly to caregivers, clients, and office staff.
- Work closely with recruitment staff to ensure adequate staffing for current and projected client needs.
- Review scheduling reports and implement strategies to improve efficiency and client satisfaction.
- Ensure all services are provided according to authorized hours and approved care plans.
Agency Leadership & Operations
- Direct and oversee the daily operations of the agency.
- Develop, implement, and improve operational policies and procedures.
- Ensure effective communication between office staff, caregivers, clients, referral sources, and community partners.
- Monitor agency productivity and operational performance.
- Analyze workflows and implement process improvements.
- Prepare operational reports for the Owner/Administrator.
- Assist with strategic planning, budgeting, and agency growth initiatives.
- Maintain confidentiality of all client, employee, and agency information.
- Foster a positive, professional, and team-oriented work environment.
- Ensure agency operations align with the organization's mission and values.
Client Intake & Admissions
Serve as the primary coordinator for all new client admissions by:
- Responding promptly to referrals and inquiries.
- Conducting intake interviews.
- Explaining agency services and available care options.
- Coordinating initial assessments.
- Preparing service agreements and admission paperwork.
- Creating and maintaining complete client records.
- Verifying payer sources, insurance, and authorizations.
- Coordinating start-of-care dates.
- Assigning appropriate caregivers.
- Communicating with physicians, discharge planners, case managers, support coordinators, referral partners, and family members.
- Ensuring all required documentation is completed before services begin.
- Following up with clients and families after services begin to ensure satisfaction.
Human Resources & Staff Management
- Recruit, interview, hire, and onboard caregivers and office staff.
- Conduct employee orientation and training.
- Verify licenses, credentials, background screenings, and required documentation.
- Maintain employee personnel files.
- Track certifications, CPR, training, TB screenings, driver's licenses, and license expiration dates.
- Conduct employee performance evaluations.
- Coach, mentor, and develop staff.
- Resolve employee concerns professionally and confidentially.
- Investigate complaints and performance issues.
- Implement disciplinary actions when appropriate.
- Recognize and reward employee performance.
- Foster employee engagement and retention.
- Maintain adequate staffing levels to meet client needs.
Billing & Payroll Oversight
Coordinate agency billing and payroll processes by:
- Reviewing caregiver visit documentation.
- Verifying Electronic Visit Verification (EVV) records.
- Confirming service authorizations.
- Reviewing timesheets for completeness and accuracy.
- Coordinating payroll processing.
- Monitoring billing accuracy.
- Reviewing invoices.
- Tracking outstanding payments and accounts receivable.
- Working with billing vendors and agency software.
- Identifying and resolving billing discrepancies.
- Assisting with collections when necessary.
- Preparing billing reports for leadership.
Compliance & Quality Assurance
Ensure the agency remains compliant with all applicable federal, state, and agency regulations.
Responsibilities include:
- Monitoring employee files for compliance.
- Conducting routine chart audits.
- Reviewing documentation for completeness and accuracy.
- Monitoring incident reports and corrective actions.
- Maintaining policy compliance.
- Preparing for AHCA surveys and audits.
- Monitoring caregiver competency requirements.
- Ensuring HIPAA compliance.
- Tracking required in-service training and continuing education.
- Maintaining survey readiness at all times.
- Developing corrective action plans when deficiencies are identified.
- Promoting continuous quality improvement throughout the agency.
Client Relations
- Build and maintain positive relationships with clients and families.
- Respond promptly to client concerns and complaints.
- Resolve service issues professionally and efficiently.
- Conduct client satisfaction calls and follow-up visits.
- Monitor client satisfaction and identify opportunities for improvement.
- Maintain strong relationships with referral partners.
- Ensure exceptional customer service throughout the agency.
Business Development
Support agency growth by:
- Building relationships with hospitals, rehabilitation centers, hospices, physicians, senior communities, and community organizations.
- Meeting with referral sources, support coordinators, and case managers.
- Participating in networking and community outreach events.
- Supporting marketing initiatives and referral campaigns.
- Identifying opportunities to increase referrals and client census.
- Representing the organization professionally within the community.
Required Qualifications
- Minimum 3–5 years of experience managing a home health agency, nurse registry, or non-medical home care agency.
- Knowledge of Florida AHCA regulations.
- Experience with client intake and admissions.
- Experience managing caregivers.
- Experience with scheduling software.
- Experience overseeing billing and payroll.
- Strong organizational skills.
- Excellent leadership abilities.
- Excellent communication skills.
- Strong customer service background.
- Proficient in Microsoft Office and Google Workspace.
- Valid driver's license and reliable transportation.
Preferred Qualifications
- Experience with Medicaid Waiver programs (APD, Long-Term Care, or similar).
- Experience using scheduling platforms such as HHAeXchange, AxisCare, WellSky, AlayaCare, or similar.
- Experience with electronic visit verification (EVV).
- Experience preparing for AHCA surveys.
- Supervisory experience in home care.
Pay: From $17.00 per hour
Education:
- High school or equivalent (Required)
Experience:
Work Location: In person
