Home Health Operations & Administrative Coordinator

Home Health Operations & Administrative Coordinator

U.S. Healthcare Experience Strongly Preferred

We are a growing U.S.-based home health therapy company providing Speech Therapy, Occupational Therapy and Physical Therapy services. We are seeking a highly organized, proactive Virtual Assistant / Operations Coordinator to support our daily administrative operations.

This is *not a basic data-entry role*.

We are looking for someone who enjoys managing multiple moving pieces, follows tasks through to completion, communicates professionally with therapists and referral sources and notices when something is stalled or incomplete.

The right person will become an important part of our day-to-day operations and help ensure that referrals, documentation, therapist communication and administrative workflows continue moving without unnecessary delays.

Schedule

Approximately: 20 hours per week, Monday through Friday, averaging 4 active working hours per day.
Distribution: The 4 daily hours are distributed across the U.S. Eastern business day through split shifts and planned check-in periods to ensure timely inbox and operational coverage.
Peak Coverage Window: Reliable availability is especially important around 10:00 AM-12:00 PM Eastern and during the 1:00–4:00 PM Eastern period.
This role is best suited for someone comfortable with a flexible, split-shift structure rather than a single continuous four-hour block.

Objective

Maintain consistent responsiveness to referrals, therapist communications, and incoming operational requests while keeping active work time efficient at approximately 4 hours daily.

Primary Responsibilities

1) Email & Inbox Management- A major responsibility of this role will be actively managing company email during U.S. business hours. Responsibilities include:

• Monitoring incoming emails and referral requests
• Organizing and categorizing messages
• Identifying urgent or time-sensitive items
• Drafting and sending routine administrative responses
• Following up on outstanding requests
• Tracking items that require additional action
• Flagging messages requiring owner or clinician review
• Helping ensure important emails do not sit unanswered or get lost in the inbox

The goal is not simply to organize email. The goal is to help move work forward through the inbox.

2) Referral Coordination- You will help manage Speech Therapy, Occupational Therapy, and Physical Therapy referrals from receipt through admission, setup, or closure. Responsibilities may include:

• Reviewing incoming referral information
• Maintaining referral trackers
• Identifying missing documentation or information
• Following up regarding missing items
• Tracking therapist coverage
• Confirming whether therapists have accepted referrals
• Obtaining evaluation dates
• Tracking whether cases are ready for EMR setup
• Updating referral status
• Monitoring cases that are stalled or awaiting action
• Closing or updating referrals that are no longer moving forward

A typical referral may move through stages such as: Referral Received → Missing Information → Coverage Search → Therapist Assigned → Pending Referral Source → Ready for EMR Setup → EMR Setup Complete → Closed / Not Admitted

3) Therapist Communication & Follow-Up

• Send routine reminders and follow-up messages
• Obtain scheduling and evaluation updates
• Track therapist availability
• Follow up regarding outstanding documentation or administrative requirements
• Communicate professionally with therapists regarding routine operational matters
• Escalate unusual, clinical, financial, or sensitive situations to company leadership

We are looking for someone who is comfortable following up respectfully and consistently when something remains outstanding.

4) EMR / Documentation Administration
Experience with U.S. healthcare EMR systems is strongly preferred. Responsibilities may include:

• Creating new referrals/ patients in EMR
• Uploading documents
• Checking whether required documentation has been submitted
• Tracking outstanding notes
• Monitoring signatures or administrative deficiencies
• Updating patient/referral status
• Maintaining organized documentation workflows

Clinical documentation and clinical decision-making remain the responsibility of licensed clinicians.

5) Timesheet & Billing Preparation

• Track therapist timesheet submissions
• Identify missing visit
• Follow up regarding incomplete submissions
• Compare expected visits with submitted visits when appropriate
• Organize information needed for billing and payroll review
• Prepare exception lists for company leadership

You will not independently approve payroll or client billing.
Your role is to help ensure the information required for those processes is complete and organized.

6) Contractor Onboarding

• Maintain therapist onboarding checklists
• Track required forms and documents
• Organize contracts and administrative records
• Track system access
• Track required training completion
• Maintain credential and expiration-date records
• Follow up on missing onboarding items

7) File & Operations Management

• Maintain organized Google Drive folders
• Update spreadsheets and trackers
• Maintain administrative checklists
• Help organize company templates
• Assist with recurring operational tasks
• Help document and improve administrative workflows as the company grows

What We Are Looking For

Our ideal candidate is:

• Extremely organized
• Detail-oriented
• Proactive
• Reliable
• Comfortable managing multiple workflows simultaneously
• Professional in written English
• Comfortable communicating with U.S.-based healthcare professionals
• Comfortable following up when something is outstanding
• Able to work independently after training
• Good at recognizing when something needs escalation
• Comfortable using email, spreadsheets, cloud-based software, and EMR systems
• Someone who enjoys bringing tasks to completion

We especially value someone who thinks:
“I noticed this was still outstanding, so I followed up, updated the tracker, and flagged the issue.”
rather than:
“I was waiting for someone to tell me what to do next.”

Experience We Strongly Prefer:
Applicants with previous U.S. healthcare administrative experience will be strongly prioritized.

Experience in any of the following is especially valuable:

• U.S. home health
• Medical Virtual Assistant work
• Therapy practices
• Speech, Occupational or Physical Therapy companies
• Referral coordination
• Home health intake
• Healthcare staffing
• Medical scheduling
• EMR/EHR systems
• Medical terminology
• Provider communication
• Insurance or authorization workflows
• Healthcare documentation
• HIPAA-compliant administrative environments

This is not an entry-level general VA position.
We are happy to train the right person on our specific company workflows, but candidates should ideally already understand the basics of working within a U.S. healthcare environment.

Systems We Use

Experience with the following is helpful but not required:

• Gmail / Google Workspace
• Google Drive
• Google Sheets
• QuickBooks
• TherapyBOSS EMR
• Time-tracking or project-management platforms AVAZA

Training will be provided on our specific systems and workflows.

Confidentiality

Because this role involves U.S. healthcare operations, confidentiality and data security are extremely important.
The successful candidate must be comfortable following strict company privacy, security, and HIPAA-related procedures.
Patient information may only be accessed through approved company systems, devices, and workflows.

Compensation

Starting compensation:
$5–$7 USD per hour depending on experience.
Exceptional candidates with significant U.S. healthcare or home health experience may be considered at a higher rate.
The position will begin at approximately 20 hours per week, with the opportunity for increased hours, responsibility, and compensation as the role develops.

We are looking for someone interested in becoming a long-term member of our team.

How to Apply

Please begin your application with the words: BLUE FOLDER
Applications that do not begin with these words may not be reviewed.
Please include:
1. A brief introduction about yourself.
2. Your experience working with U.S. healthcare companies.
3. Any home health, therapy, referral coordination, or medical administrative experience.
4. EMR/EHR systems you have used.
5. Your current work schedule and whether you can reliably provide coverage around 11:00 AM Eastern and 2:30–4:30 PM Eastern, Monday through Friday.
6. Your desired hourly rate.
7. An example of a position where you were responsible for following multiple tasks or cases through to completion.
8. How you typically keep track of outstanding items that require follow-up.

Short Application Scenario

Please review the following situation:
You begin work Monday and see the following:
Patient A: PT referral received, but physician information is missing.
Patient B: SLP referral email sent, but no therapist has been assigned.
Patient C: An OT accepted the case Friday, but no evaluation date has been provided.
Patient D: An evaluation was reportedly completed, but the documentation has not been submitted.
Patient E: A therapist can accept a referral but is asking what the visit rate is.

Please briefly explain:

• What order you would address these items
• What action you would take for each
• Which items you would handle independently
• Which items you would escalate to company leadership
• How you would make sure none of the five items were forgotten after your initial follow-up

We are looking for someone who can help us build and maintain a calm, responsive, organized operation as our company continues to grow.