HOME CARE OPERATIONS SUPERVISOR

JOB PURPOSE:

The Home Care Operations Supervisor ensures that the office operates smoothly and efficiently. The role supports Site management and Human Resources (HR) to positively impact the home care services delivery. Oversees the daily operations of care coordination for Companion/Homemaker services. Ensures services are scheduled and delivered in accordance to agency policies and contract requirements. Supports service quality, client satisfaction and EVV compliance.

JOB RESPONSIBILITIES:

Human Resources Responsibilities

• Collaborate with HR dept to ensure compliance of new hires onboarding process is completed prior to the start date.
• Generate reports from HHA Exchange as needed and when requested.
• Ensure that all operational and confidential personnel documentation related to Companion/Homemaker staff is properly maintained and filed accurately and in a timely manner. Assist with special compliance projects and audits when needed.

Home Care Operations Responsibilities

• Provide exemplary customer service to internal and external customers.
• Monitor Companion/Homemaker staff attendance, punctuality, and adherence to Electronic Visit Verification (EVV) requirements, and address any non-compliance directly with staff.
• Answer telephones via departmental multi-line/Ring Central per company policy. Screen incoming calls, route and/or record messages appropriately.
• Greet visitors, issues temporary badges to cleared visitors, and maintain visitor log.
• Ensure employees, upon entry, are wearing their ID badges.
• Make periodic tours of the site and examine possible points of entrance to make sure they are properly secured. Notify security personnel of disruptive visitors.
• Organize and maintain all authorizations electronically, confirming that the scheduling system contains the most recent authorizations.
• Review and validate weekly payroll submissions for Companion/Homemaker staff to ensure all approved visits are accurate and eligible for payroll and billing. Prepare and submit weekly/monthly statistical and productivity reports as required by policy and/or requested by the Supervisor.
• Maintain all deliveries and pick up records (i.e. invoices, packing slips, etc.)
• Maintain supplies/PPE inventory by checking stock to determine inventory level; anticipating needed supplies; initiating and expediting orders for supplies; verifying receipt of supplies.
• Prepare and distribute PPE to Field Staff.
• Take minutes at Department meetings.
• Monitor and review daily EVV visits reports through HHA eXchange EVV dashboards to confirm Companion/Homemaker are clocking in and out at the patient location.
• Review exceptions report daily, identify and resolve EVV exceptions such as missed clock-ins, manual edits or schedule discrepancies within 24 hours. Proactively contact staff when discrepancies are identified and provide corrective instructions to ensure future compliance.
• Investigate, resolve, document visit discrepancies as required prior to visit approval for payroll/billing.
• Ensure all visits completed are eligible for billing/payroll. Approve visits for payroll/billing.
• Conduct duty sheet audits weekly, validate tasks completed against Companion/Homemaker Care Plan/Tasks List.
• File documents as required appropriately in designated areas.
• Locate and submit necessary duty sheets as requested by contracts and other regulatory bodies for billing, payment, and auditing purposes.
• Coordinate with nursing team regarding any changes in patient condition or service needs.
• Schedule nurses for home visits when required.
• Receive, review, and document incidents or complaints related to Companion/Homemaker services and ensure they are addressed and resolved timely according to agency policies and contract requirements.
• Schedule Companion/Homemaker staff training as required and monitor attendance.
• Enter Companion/Homemaker PTO requests in the scheduling system as needed.
• Address paraprofessionals’ payroll concerns as needed and conduct sessions with paraprofessionals on utilizing electronic visit verification (EVV) and completing duty sheets.
• Provide support for staff using Electronic Visit Verification Systems and ensure annual training for EVV is completed.
• Perform other duties as assigned.

Designated Areas

• Area 1: Bronx, Westchester, Upper Manhattan
• Area 2: Queens, Brooklyn, Lower Manhattan
• Area 3: Queens, Long Island

Schedule: 8:30AM – 5:30PM

Weekly Hours: 40

QUALIFICATIONS:

Education: Associate degree or equivalent experience required.

Experience:

• Minimum of 1-year experience in an office setting.
• Must have the ability to maintain confidentiality and strong attention to detail while working in a fast-paced environment.
• Proficient in using HHA eXchange and experience in home care coordination/scheduling required.
• Proficient in Microsoft Office Suite: Word, Excel, and PowerPoint.
• Excellent communication skills written and verbal.
• Strong organizational,

Physical Requirements

Individuals must be able to sustain certain physical requirements essential to the job. This includes, but is not limited to:

• Standing – Duration of up to 6 hours a day.
• Sitting/Stationary Positions – Sedentary position in duration of up to 6-8 hours a day for consecutive hours/periods.
• Lifting/Push/Pull – Up to 50 pounds of equipment, baggage, supplies, and other items used in the scope of the job using OSHA guidelines, etc.
• Bending/Squatting – Have to be able to safely bend or squat to perform the essential functions under the scope of the job.
• Stairs/Steps/Walking/Climbing – Must be able to safely maneuver stairs, climb up/down, and walk to access work areas.
• Agility/Fine Motor Skills - Must demonstrate agility and fine motor skills to operate and activate equipment, devices, instruments, and tools to complete essential job functions (ie. typing, use of supplies, equipment, etc.)
• Sight/Visual Requirements – Must be able to visually read documentation, papers, orders, signs, etc., and type/write documentation, etc. with accuracy.
• Audio Hearing and Motor Skills (Language) Requirements – Must be able to listen attentively and document information from patients, community members, co-workers, clients, providers, etc., and intake information through audio processing with accuracy. In addition, they must be able to speak comfortably and clearly with language motor skills for customers to understand the individual.
• Cognitive Ability – Must be able to demonstrate good decision-making, reasonableness, cognitive ability, rational processing, and analysis to satisfy essential functions of the job.
  

Disclaimer: Responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of the company.

We are an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, height, weight, or genetic information. We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

Salary Range (Min-Max):