What are the responsibilities and job description for the Home care office manager position at Caregiving By Kathy?
Experienced Home Care Manager/Coordinator
Caregiving by Kathy, a respected non-medical home care company with our main office based in rocky Hill CT, is seeking a seasoned, hands on office manager/coordinator with direct home care agency experience.
This role is responsible for managing day-to-day office operations, caregiving onboarding, client intake, speaking to families, compliance, and payroll coordination.
The ideal candidate understands Connecticut's home care regulations, HIPPA standards, and agency workflow from firsthand experience. Must also have knowledge of medical terminology.
Primary Responsibilities
- Oversee and coordinate all daily office operations for Caregiving By Kathy
- Manage caregiver scheduling, client and family communications, and staffing updates.
- Maintain accurate and complete client files, including service agreements, intake forms, and progress notes.
- Ensure compliance with Connecticut Department of Consumer Protection and HIPPA regulations.
- Help support the director with policy updates, audits, and internal record keeping.
- Support clients, families and staff.
- Weekly checkins to clients and staff.
- Constant contact with families.
- Able to take on call hours for pressing situations.
Human Resources and Compliance
- Manage full-cycle caregiver onboarding- interviews, applications, reference checks, background screenings, and credential verification.
- maintain and audit employee personal files: certifications, ID renewals and evaluations.
- Coordinate timesheet collection, hour verification, and submission.
- Track and endure compliance deadlines for all staff credentials.
- Handle employee relations professionally and confidently.
Administration Management
- Oversee phone, email, and visitor communications with professionalism.
- Prepare and maintain invoices, payroll records, and internal HR documentation.
- Support marketing, office organization, and community outreach projects as needed.
- Maintain organized filing systems ( both digital and physical).
Qualifacations
- Minimum 3-5 years or direct experience in a home care agency (required)
- Thorough understanding of HIPPA and DCP compliance requirements.
- Strong computer skills (excel, word, digital filing systems)
- Dependable, profesional, and self-directed-- able to run the office independantly.
- Excellent organization, communication, and problem solving abilities.
Preferred Skills
- Familiar with Smartcare, Clearcare or comparable home care software
- Experience managing caregiving staff and training programs.
- Knowledge of light marketing or community outreach coordination.
Job Type: Full-time
Pay: $23.00 - $27.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Paid time off
Work Location: In person
Salary : $23 - $27