Compliance & Document Assistant — US Homecare (Part-Time, Long-Term)

WHO WE ARE

We help small home care agencies in the Midwest stay compliant with state healthcare regulations. Most of these agencies are run by one to three people who are excellent at caring for clients and overwhelmed by the office Work. If they miss a signature, an expired document, or a required training record, they can lose their license. We are the back office that makes sure that never happens while saving them on hours and costs.

The company is run by a former home care agency owner who grew a previous agency to over 90 members before starting this business. You will work directly with the owner, not through layers of management.

THE ROLE

This is a long-term, part-time position, not a short project and not a one-off gig. It start at around 20-25 hours per week. We are adding new agency clients on an ongoing basis, and this seat is expected to grow into full-time work as that happens. You are one of the first hires, and the role will grow with you.

This is heavy document production work. You will be formatting e-signature templates, prefilling forms, organizing client files, and building/revising checklists. It is detailed, sometimes repetitive, and unforgiving of sloppiness. If you want variety and creativity from day one, this is not the role.

What makes it interesting is what comes after. As you learn the regulations, you take over more of the thinking work: reading a rule, d ---------- what documents it requires, and building the system that produces them. You will write the SOPs for your own job as you go, to help these struggling Home care agencies.

WHAT YOU WILL DO

• Build and format document templates in BoldSign (very similar to DocuSign): field placement, signer roles, naming conventions
• Prefill and prepare client and employee compliance documents from source files
• Organize and audit client and employee files in Dropbox against a compliance checklist
• Read state licensing rules from Department Human services for example provided to you, and learn how the system works
• Track expiring items: background checks, trainings, service agreements, certifications etc.
• Write and maintain the SOP for every process you touch
• Some claims and billing reviewing in a EHR system to make sure the agency is up to date.

WHAT YOU WILL NOT DO

• No client contact. No client calls/emails. Everything routes through the owner.
• No sales, no lead generation, no social media, no cold outreach.

SCHEDULE

• 20-25 hours per week, Monday to Friday, with room to grow into full-time if desired
• Hours are flexible within reason, but the role requires overlap with US Central Time business hours (roughly 8:00 AM to 4:00 PM CDT). In Philippine time, that window is late night into early morning. Please be realistic about what you can sustain long-term.
• You may keep other clients, but not during your committed hours.
• $300 - $500 USD per month, depending on experience
• Paid twice per month
• Pay increases as you get faster, need less oversight, and take on more responsibilities, and increases again as hours grow toward full-time. This is not a vague promise; it is how the role is designed. Additional benefits are discussed after probation period.

WHO I AM ACTUALLY LOOKING FOR

No prior knowledge of specific US or Midwest healthcare regulation is required. I provide the source material and the detail. Most applicants have little to not experience with a state licensing rule, and that is fine.

What I cannot train is this: I need someone who can be handed a regulation they have never seen and come back with a working checklist and a list of smart questions, without being walked through it step by step.

Beyond that, I am looking for someone genuinely curious. This role has autonomy, and autonomy only works if you use it. That means:

• Asking questions when something does not make sense, instead of guessing or stalling
• Noticing when a process is inefficient and telling me, rather than doing it the slow way forever
• Bringing ideas and suggestions, not just completed tasks
• Learning on your own between tasks instead of waiting for the next instruction

If you need every step explained twice, this will not work. If you enjoy taking something confusing and making it orderly, you will do well here.

You also need:

• Excellent written English. You will write checklists and SOPs that will be relied on.
• Genuine attention to detail. One missing signature is a real problem for a real business.
• Reliability. If you say something is done, it is done and it is correct.

BACKGROUNDS THAT TRANSLATE WELL

Paralegal, audit, quality assurance, healthcare administration, medical billing, insurance, accounting, public health, or any office admin role where you managed compliance documents or licensing paperwork.

Helpful but not mandatory: BoldSign, DocuSign, PandaDoc, JotForm, Google Workspace, Dropbox, Notion, any US EHR system, or previous work supporting a US home care or home health agency.

CONFIDENTIALITY

You will handle protected health information covered by US HIPAA regulations, and you will be required to sign a confidentiality agreement. This means a private, secure workspace, not a shared computer and not a public network.

GROWTH

We are adding new agency clients on an ongoing basis, and this seat is the foundation of the delivery team. The person in this role is expected to move into a senior position, owning processes, assisting new hires, and reviewing their work, as we grow. Hours and pay increase along the way.

HOW TO APPLY

Do not send a generic cover letter. Reply and answer all nine questions below, numbered, in the body of your application. Applications that skip questions will not be reviewed. Also Put the word "Compliance office assistant" in your subject line or application title

1. List the specific hours you can reliably work each weekday, stated in US Central Time. Reliable high-speed internet, a quiet space with no background noise for meetings, a good working computer, a good pair of headsets with a clear microphone is a required.

2. Describe the most complicated document, file, or process you have ever been responsible for organizing or cleaning up. What was messy about it, what did you do, and how did you know when it was right?

3. Have you ever had to read a policy, rule, contract, or manual and turn it into something usable, such as a checklist, template, summary, or process? Tell me what it was and how you approached it.

4. Tell me about a time you suggested a better way to do something at work, without being asked. What happened?

5. Which of these have you used, and how much: BoldSign, DocuSign, PandaDoc, JotForm, Google Workspace, Dropbox, Notion, any US EHR or billing system.

6. Are you currently working with other clients? How many hours per week, and doing what?

7. What is your expected monthly rate for 20-25 hours per week?

8. Best contact method and number, plus your availability for an interview in the next 12-48 hours.

9. Paste a link to your audio or video introduction. This is required. It does not need to be polished, a phone recording is fine. Answer two things: tell me about yourself, and tell me about a time you had to learn something difficult on your own, without anyone to teach you. Use any tool you like Vocaroo, Google Drive, Loom, YouTube unlisted, or Dropbox.

Your resume is optional. Your answers matter more.

First group of Interview requests go out starting within 6 to 12 hours of your application, so please make sure you list your preferred method of contact.