Home Care administration

Virtual Assistant – Home Care Administrative Coordinator (Remote)

Company: Serenity & Sage Home Care
Employment Type: Full-Time Remote
Schedule: Monday–Sunday, 8:30 AM–5:00 PM Eastern Time
Compensation: $350–$500 [specify pay period], depending on experience and location, plus performance bonuses.

Serenity & Sage Home Care is seeking a dependable, organized Virtual Assistant who communicates clearly, works quickly, and completes tasks accurately. This role supports caregiver onboarding, client intake, referral outreach, and daily administrative operations.

Previous hands-on experience with both DocuSign and AxisCare is required. Applicants must speak and write excellent English and work efficiently with minimal supervision.

Required Qualifications

• Excellent spoken and written English, with the ability to communicate confidently with clients, families, caregivers, and referral partners.
• Practical experience using DocuSign to prepare and send documents, assign signature fields, track completion, send reminders, and organize completed paperwork.
• Practical experience using AxisCare to maintain records, document communication, review schedules, and monitor caregiver clock-ins, clock-outs, and EVV exceptions.
• Ability to work with speed and accuracy, prioritize urgent tasks, and meet deadlines without repeated reminders.
• Professional phone etiquette and strong customer service skills.
• Strong organization, attention to detail, and follow-through.
• Experience with CRM systems and Microsoft Office or Google Workspace.
• Reliable high-speed internet, a dependable computer, a headset, and a quiet workspace.
• Consistent availability during the posted schedule.
• Ability to handle confidential client and caregiver information responsibly.

Responsibilities

Caregiver Onboarding

• Answer calls from caregiver applicants and clearly explain the hiring process.
• Schedule interviews and orientation.
• Send onboarding packets through DocuSign immediately after interviews.
• Check returned documents for completeness, signatures, and accuracy.
• Track missing paperwork and follow up daily until onboarding is complete.
• Coordinate applicable fingerprinting, background checks, TB testing, and other agency-required documentation.
• Maintain complete, organized caregiver files and update onboarding progress.

Client Intake

• Answer inquiries from prospective clients and families professionally and compassionately.
• Explain agency services and collect accurate intake information.
• Schedule assessments and send intake paperwork.
• Track document completion and follow up until services begin.
• Keep client records current and escalate questions requiring management approval.

Email and Phone Management

• Monitor the company inbox and phone system throughout the workday.
• Respond promptly to caregiver, client, and referral inquiries.
• Send clear, professional follow-up email s.
• Route important calls and escalate urgent issues immediately.
• Record messages accurately and track outstanding requests through completion.

Marketing and Business Development

• Call hospitals, rehabilitation centers, nursing homes, assisted living facilities, hospice agencies, and case managers.
• Introduce Serenity & Sage Home Care professionally.
• Email brochures and service information.
• Follow up consistently with potential referral partners.
• Maintain an accurate referral database with contact information, outreach notes, and next steps.

AxisCare and EVV Monitoring

• Monitor scheduled caregiver visits, clock-ins, and clock-outs.
• Identify missed punches, missed visits, and attendance concerns.
• Contact caregivers promptly when discrepancies arise.
• Notify management of scheduling issues or potential gaps in care.
• Document communication and follow agency procedures for resolving EVV exceptions.

General Administration

• Update spreadsheets, schedules, and company records accurately.
• Maintain organized caregiver and client files.
• Schedule appointments, interviews, and follow-ups.
• Provide a daily report of completed work, pending items, and issues requiring management attention.
• Support day-to-day office operations and follow assigned priorities.

Performance Expectations

• Answer incoming calls within 3 rings when available; promptly return missed calls.
• Respond to email s within 15 minutes during scheduled working hours, even if initially acknowledging receipt.
• Send onboarding paperwork within 10 minutes of completing a caregiver interview, once required information is available.
• Follow up on outstanding documents daily.
• Review all work for missing information and errors before submitting.
• Stay reachable and responsive during scheduled working hours.
• Communicate delays or problems proactively.
• Maintain a professional, respectful, and compassionate attitude.
• Complete tasks quickly without sacrificing accuracy or confidentiality.

Preferred Background

Experience in a home care agency, home health organization, healthcare staffing company, or medical office is strongly preferred.

Compensation and Bonuses

Compensation is $350–$500 [specify pay period], depending on experience and location.

Performance bonuses are available after 90 days based on onboarding speed and accuracy, response times, documentation quality, and referral growth.

How to Apply

Submit your résumé and a brief summary of:

• Your experience using DocuSign and AxisCare.
• Your home care or healthcare administrative experience.
• Your availability for the listed schedule.
• Your ability to manage calls, paperwork, and follow-ups quickly and accurately.

Applicants should be prepared to demonstrate spoken English proficiency and complete a short practical exercise using sample information.