This is a remote position.
Job Summary
The Virtual Assistant is critical for keeping the agency's administrative functions running smoothly, handling scheduling, communication, data entry, and general office tasks from a virtual environment. This role ensures that client care plans are implemented effectively, caregiver schedules are maintained, and clients receive a seamless, person-centered care experience.
Key Responsibilities
Answer and route incoming calls, emails, and messages from clients, families, and referral sources
• Schedule and confirm caregiver visits, client appointments, and staff meetings
• Enter and maintain accurate client and staff data in the agency's EHR and scheduling systems
• Assist with preparation of billing documentation, prior authorization requests, and payer communications
• Draft and distribute internal communications, memos, meeting agendas, and follow-up correspondence
• Maintain organized digital filing systems for client records, personnel files, and agency documents
• Monitor and respond to agency voicemails, inboxes, and online inquiry forms in a timely manner
• Support the recruitment process by posting job listings, screening applicants, and scheduling interviews
• Assist with onboarding documentation and compliance tracking for new hires
• Complete special projects and administrative tasks as assigned by the Administrator or Care Coordinator
• Conduct client intake assessments and develop individualized care plans in collaboration with the clinical team
• Schedule and coordinate caregiver assignments to ensure consistent, appropriate client-caregiver matching
• Serve as the primary point of contact for clients, families, referral sources, and managed care organizations
• Monitor client satisfaction and follow up proactively after service initiation and changes
• Coordinate with the RN Director on clinical concerns, care plan updates, and supervisor visits
• Process authorizations, service orders, and prior approvals from payers and managed care organizations
• Maintain accurate and up-to-date records in the agency's EHR and scheduling systems
• Resolve scheduling conflicts, caregiver call-outs, and client service gaps promptly
• Facilitate interdisciplinary communication among caregivers, nurses, therapists, and physicians
• Track key metrics including missed visits, hospitalizations, and care plan compliance
Requirements
Qualifications
• 1+ years of experience in home health coordination, case management, or a clinical role
• Strong organizational and multitasking skills with attention to detail
• Excellent verbal and written communication skills
• Experience with scheduling software and EHR systems
