Coordinator Assistant (HHAeXchange Proficiency)

Job Title: Coordinator Assistant (HHAeXchange proficiency)

Location: Remote

Employment Type: Full-Time

Work Schedule

Initial Schedule (First 4–6 Weeks)

• Monday – Thursday: 9:00 AM – 5:00 PM EST
• Friday: 9:00 AM – 12:30 PM EST
• 45-minute unpaid break

Schedule After 4–6 Weeks

• Monday – Thursday: 6:00 AM – 5:00 PM EST
• Friday: 6:00 AM – 5:00 PM EST
• 45-minute unpaid break

Position Summary

Our client is seeking a highly organized and proactive Coordinator Assistant to support the daily operations of a growing home healthcare organization. This role is ideal for someone with strong experience in home healthcare coordination who can effectively manage physician orders, visit compliance, nursing documentation, and same-day staffing while ensuring continuity of patient care.

The ideal candidate must have a solid understanding of HHA Exchange and be comfortable navigating the platform to support daily operations. This position requires excellent communication, strong follow-up skills, and the ability to work independently in a fast-paced environment.

Key Responsibilities

• Follow up with physicians' offices to obtain signed medical orders.
• Track and maintain outstanding physician documentation.
• Review Electronic Visit Verification (EVV) records and resolve missing or incomplete visits.
• Follow up with nurses and caregivers regarding missing skilled nursing visit notes.
• Coordinate same-day staffing for open caregiver shifts.
• Contact available caregivers to fill last-minute scheduling gaps.
• Maintain accurate documentation of communications and follow-up activities.
• Communicate professionally with physicians, caregivers, patients, and internal teams.
• Support daily administrative and operational activities.
• Ensure compliance with healthcare documentation standards and company policies.

Required Qualifications

• Minimum 2 years of experience in healthcare coordination, scheduling, home care, or healthcare administration in a US home care practice
• Strong working knowledge of HHA Exchange is required.
• Experience following up on physician orders or medical documentation.
• Experience with Electronic Visit Verification (EVV) and visit maintenance.
• Excellent verbal and written English communication skills.
• Strong organizational, multitasking, and time-management abilities.
• High attention to detail with excellent follow-up skills.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Previous experience working in a home healthcare or home care agency.
• Experience coordinating caregivers, HHAs, CNAs, or nursing staff.
• Knowledge of healthcare compliance and documentation requirements.

Ideal Candidate

• Highly organized and dependable.
• Strong problem-solving and critical-thinking skills.
• Proactive with excellent follow-up abilities.
• Comfortable communicating with physicians, caregivers, and internal teams.
• Able to prioritize urgent tasks while maintaining accuracy.
• Team-oriented with a strong sense of accountability.

Technical Requirements

• Reliable computer or laptop.
• Stable high-speed internet connection.
• Professional headset with microphone.
• Quiet, distraction-free home office.