Position Summary
Home Sweet Home is seeking a highly organized and dependable Intake, Client Services, HR & Compliance Administrator to support daily administrative, participant service, human resources, and compliance operations.
This position serves as a primary point of contact for participants, families, caregivers, employees, Service Coordinators, Managed Care Organizations, and internal departments. The ideal candidate must demonstrate strong communication skills, attention to detail, confidentiality, and the ability to manage multiple responsibilities in a fast-paced home care environment.
Key ResponsibilitiesParticipant Intake and Service Coordination
- Collect and review required participant information and documentation.
- Verify participant eligibility, service authorization, approved hours, payer information, and service requirements.
- Maintain accurate participant records in the agency’s electronic systems.
- Coordinate with scheduling, billing, operations, and compliance departments before services begin.
- Track missing participant documentation and follow up with the appropriate parties.
- Provide participants and families with information regarding services, agency procedures, documentation requirements, and next steps.
- Ensure participant rights, responsibilities, complaint procedures, and required notices are properly provided and documented.
- Escalate authorization discrepancies, eligibility concerns, documentation issues, or service delays to management.
Client Services
- Respond professionally and promptly to participant, caregiver, family, employee, and MCO inquiries.
- Answer incoming calls, emails, and electronic messages.
- Provide accurate information regarding schedules, services, documentation, agency procedures, and internal contacts.
- Document participant and caregiver communications in the appropriate system.
- Receive, document, and assist with participant and caregiver concerns or complaints.
- Follow up to ensure concerns are addressed and properly documented.
- Escalate serious, urgent, or unresolved matters to the appropriate supervisor.
- Maintain professional, respectful, and compassionate communication.
- Support participant satisfaction calls, surveys, and service-quality follow-up activities.
Human Resources Administration
- Support the recruitment, hiring, onboarding, and orientation of caregivers and administrative employees.
- Communicate with candidates regarding interviews, required documents, training, and onboarding steps.
- Collect and review required employment documentation, including:
- Employment applications
- Identification and work authorization documents
- Criminal background checks
- Exclusion screening results
- References
- Certifications and licenses
- Tax and direct deposit forms
- Signed policies and agreements
- Training records
- Confirm that all employment, screening, and training requirements are completed before an employee begins working.
- Maintain accurate electronic and physical personnel files.
- Track missing, incomplete, and expiring employee documents.
- Assist with employee orientation and policy acknowledgments.
- Prepare employment letters, forms, notices, and administrative documentation.
- Update employee rosters, HR trackers, and internal systems.
- Support employee offboarding and separation documentation.
- Maintain confidentiality of employee, payroll, disciplinary, and personnel information.
Compliance Administration
- Support compliance with applicable federal and Pennsylvania requirements, OLTL requirements, MCO requirements, waiver program requirements, contracts, and agency policies.
- Review participant and employee files for accuracy, completeness, and compliance.
- Conduct routine compliance checks involving:
- Participant documentation
- Service authorizations
- Employee background checks
- Exclusion screenings
- Training completion
- Credential expiration dates
- Participant rights documentation
- Complaint documentation
- EVV records
- Service plans
- Employee assignments
- Required signatures and acknowledgments
- Confirm that employees complete all required screening, orientation, and training requirements before assignment.
- Monitor compliance with approved schedules, service plans, agency procedures, and EVV requirements.
- Assist with internal audits, MCO reviews, OLTL monitoring visits, and corrective action activities.
- Gather and organize requested documents for audits and compliance reviews.
- Maintain compliance trackers and follow up on deficiencies.
- Assist with required annual, regulatory, and participant-specific training.
- Immediately escalate suspected fraud, falsified documentation, unauthorized services, billing concerns, abuse, neglect, exploitation, or regulatory violations.
Documentation and Administrative Support
- Maintain accurate and organized participant, employee, training, complaint, and compliance records.
- Scan, upload, label, and file documents according to agency procedures.
- Review documents for missing signatures, incomplete fields, inconsistencies, and expiration dates.
- Prepare reports, spreadsheets, logs, and tracking documents.
- Protect confidential participant, caregiver, employee, and company information.
- Coordinate with scheduling, billing, payroll, HR, operations, and compliance departments.
- Participate in staff meetings, training sessions, audits, and operational reviews.
- Complete assigned follow-up tasks and provide timely status updates to management.
Qualifications
- High school diploma or equivalent required.
- Associate or bachelor’s degree in business administration, healthcare administration, human resources, social services, or a related field preferred.
- Previous experience in administration, participant intake, customer service, HR, compliance, healthcare, or home care preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Strong attention to detail and documentation accuracy.
- Ability to handle confidential information professionally.
- Ability to manage multiple responsibilities and deadlines.
- Proficiency in Microsoft Word, Excel, Outlook, and electronic documentation systems.
- Familiarity with MCOs, OLTL, waiver services, service authorizations, and EVV is preferred.
- Bilingual candidates are encouraged to apply.
Preferred Skills
- Home care or healthcare administration experience.
- HR onboarding and personnel file management experience.
- Compliance or audit preparation experience.
- Experience working with participants, caregivers, Service Coordinators, or MCO representatives.
- Knowledge of Pennsylvania home and community-based service requirements.
Work Expectations
- Maintain reliable attendance and punctuality.
- Communicate professionally with participants, employees, caregivers, families, and external partners.
- Maintain participant and employee confidentiality.
- Complete assigned work accurately and within required deadlines.
- Report urgent participant, employee, compliance, or safety concerns immediately.
- Follow all Home Sweet Home policies and procedures.
Why Join Home Sweet Home?
- Full-time, stable employment
- Professional and supportive work environment
- Opportunity to develop experience in operations, human resources, client services, and compliance
- Meaningful work supporting participants, caregivers, and employees
Pay: $20.00 - $25.00 per hour
Benefits:
Language:
- English (Preferred)
- Spanish (Preferred)
Location:
- Elizabethtown, PA 17022 (Preferred)
Work Location: In person
