Home Health Operations Manager
Immediate Homecare and Hospice · Philadelphia, PA · 3 mo ago
ManagementFull-time
Overview
We are a leading provider of home health & hospice services throughout Pennsylvania. Our mission is to provide exceptional and compassionate homecare services to patients who need our help the most. We are seeking a talented, passionate individual to join our team as an Operations Manager.
Responsibilities
Office and Workflow Management
- Oversee daily office operations, including in-bound calls, medical records, and general administrative support for home health and hospice.
- Maintain and optimize office processes for intake, document routing, and communication with field staff.
- Ensure accurate setup and maintenance of patient records in the EMR, including demographics, payers, orders, and status updates.
Scheduling and Coordination
- Supervise scheduling staff responsible for coordinating clinician visits and other patient-related activities to ensure capacity, caregiver and territory optimization are met.
- Ensure timely communication of schedule changes, new admissions, and visit updates to field staff and families.
- Support management of on-call and after-hours schedules from an administrative standpoint (contact lists, call trees, calendars).
Payroll and Revenue Support
- Serve as liaison between the agency and central billing/finance for claims, authorizations, room-and-board, and related billing activities.
- Absolutely ensure accurate and timely collection and submission of documentation needed for billing (face-to-face, physician orders, consents, visit verification).
- Aid with payroll processing, including timekeeping verification, timesheet audits, and follow-up on payroll discrepancies for office team.
Compliance, Records, and Reporting
- Ensure office practices adhere to HIPAA and company policies, including secure handling of PHI and personnel information.
- Maintain required logs, rosters, and tracking tools (orders, records requests, ADR's).
- Aid leadership with preparation for surveys, audits, and internal reviews by organizing records and pulling requested reports.
Human Resources and Staff Support
- Supervise assigned non-clinical staff (all CTA roles: reception, schedulers, intake) including hiring input, training, coaching, and performance feedback.
- Cook onboarding for new non-clinical employees and assist with HR paperwork, personnel files, and compliance checklists.
Customer Service and Communication
- Act as an operational point of contact for patients, families, facilities, and referral sources regarding scheduling, paperwork, and general non-clinical issues.
- Support resolution of routine service issues (e.g., visit timing, communication gaps, paperwork needs) in collaboration with clinical leadership.
- Promote a professional, welcoming office environment that reflects the organization's values and service standards.
Qualifications
Education and Experience:
- Associate or bachelor’s degree in business, healthcare administration, or related field preferred; equivalent healthcare office experience accepted.
- 2+ years of experience in healthcare office or operations management, preferably in home health, hospice, or post-acute care.
- Prior supervisory experience over non-clinical staff is strongly preferred.
Skills and Abilities:
- Working knowledge of EMR systems, Microsoft Office/Google Suite, and basic reporting tools.
- Understanding of HIPAA and basic familiarity with Medicare/Medicaid and commercial payers in home health/hospice.
- Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
- Excellent interpersonal and communication skills with customers, staff, and leadership.