Job description
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
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.