Operations Coordinator

Company Description

Bunny’s Home Care is dedicated to supporting seniors as they embrace the changes and opportunities of later life. We specialize in providing flexible, reliable, and professional concierge-style care tailored to the diverse needs of seniors at varying levels of independence. Our mission is to ensure the ultimate comfort and satisfaction of our clients, offering personalized care that exceeds expectations. At Bunny’s Home Care, we prioritize quality and compassion in all our services to enrich the lives of seniors.

Role Description

We are seeking a full-time Operations Coordinator to join our team on-site in Baltimore, MD. The Operations Coordinator is responsible for supporting the daily administrative and operational functions of the homecare agency to ensure efficient and effective delivery of patient care services. This role acts as a critical link between nursing, administrative, and caregivers, focusing on scheduling, compliance, resource management, and overall operational flow.

Key Responsibilities

I. Scheduling and Staff Coordination

• Caregiver Scheduling: Develop, manage, and maintain the daily/weekly/monthly schedules for all caregivers, ensuring appropriate staffing levels to meet client needs and agency policies.
• Matching: Skillfully match caregivers to clients based on client needs, caregiver qualifications, geography, and personality.
• Call-Out Management: Coordinate and secure coverage for last-minute caregiver call-outs, communicating changes promptly to clients and staff.
• Staff Communication: Serve as a primary point of contact for field staff regarding scheduling issues, client updates, and operational questions.
• On-Call: Coordinate caregiver and client visits every other weekend.

II. Administrative and Compliance Support

• HR Administration: Credentialing and licensing, background checks and screening, Interviews, Recruitment and Onboarding, Employee Relations and Retention
• Client Intake Support: Assist with the administrative components of client intake, including initial file setup, verifying payer sources (e.g., insurance, Medicaid), and ensuring all initial documentation is complete.
• Record Keeping: Maintain accurate, up-to-date electronic and physical client and employee records (e.g., certifications, background checks, service agreements) in compliance with state/federal regulations and agency policy.
• System Management: Utilize and maintain the agency's Electronic Health Record (EHR) or scheduling software system efficiently.
• Quality Assurance: Monitor documentation (e.g., visit notes, time entries) for accuracy and completeness, coordinating with clinical staff for necessary corrections.

III. Operational Efficiency

• Billing Support: Assist with preparing documentation for accurate payroll and client billing, cross-referencing scheduled visits with actual service delivery.
• Policy Adherence: Ensure all operational procedures are followed consistently by staff and report any compliance concerns to management immediately.
• Reporting: Report incidents to Workers Comp and generate routine operational reports (e.g., missed visits, scheduling gaps, staffing utilization) for management review.

Qualifications

• High School Diploma or equivalent required; Associate's or Bachelor's degree in healthcare administration, business, or a related field preferred.
• Minimum of 2 years of experience in a coordination, scheduling, or administrative role, preferably within a homecare, hospice, or healthcare setting.

Skills and Competencies

• Exceptional Organizational Skills: Ability to manage multiple tasks simultaneously, prioritize effectively, and maintain meticulous attention to detail.
• Strong Communication: Excellent verbal and written communication skills for interacting professionally with clients, caregivers, and management.
• Problem-Solving: Proven ability to troubleshoot scheduling conflicts and logistical challenges quickly and effectively under pressure.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with electronic scheduling software or EHR systems (e.g., AxisCare, Paychex) is highly desirable.
• Customer Service Orientation: A compassionate and professional demeanor when dealing with sensitive client and personnel issues.