Remote HR Operations Specialist – U.S. Home Health Care

Recruitment, Onboarding & Compliance

Company: Penn Home Health Care
Work Arrangement: Remote / Work From Home
Location: Philippines-based remote position
Schedule: 30 hours per week | Must be able to work scheduled U.S. Eastern Time hours
Department: Human Resources / Operations / Compliance
Reports To: Administrator / Operations Management or Authorized Designee

About the Position

Penn Home Health Care is seeking an experienced, highly organized Remote Human Resources Operations Specialist to support the day-to-day HR operations of our U.S.-based home health and home care organization.

This is a hands-on operational HR position responsible for helping manage the employee lifecycle from recruitment and applicant screening through onboarding, personnel-file completion, orientation and training coordination, workforce compliance, credential tracking, and ongoing employee documentation.

The successful candidate must be comfortable managing multiple applicants and employees simultaneously, following detailed Standard Operating Procedures (SOPs), maintaining accurate and audit-ready records, identifying missing or expired requirements, communicating professionally with candidates and employees, and escalating issues appropriately.

This is not an entry-level virtual assistant position. We are looking for someone with relevant professional experience who can take ownership of assigned HR workflows, maintain organized records, consistently follow established processes, and follow tasks through to completion.

Key Responsibilities

Recruitment & Applicant Management

The HR Operations Specialist will manage and support the recruitment pipeline for positions such as caregivers/direct care workers, HHAs, CNAs, LPNs, RNs, therapists, administrative staff, operations staff, and other workforce positions.

Responsibilities include:

• Monitor incoming résumés and employment applications.
• Create and maintain accurate applicant records.
• Review and screen résumés against position requirements.
• Identify candidates who should proceed, be placed on hold, be considered for another position, or be referred for further review.
• Send employment applications and position-specific screening questionnaires.
• Follow up with applicants regarding incomplete applications or missing information.
• Review completed applications and pre-screening information.
• Schedule interviews with qualified candidates.
• Prepare applicant information before interviews.
• Conduct initial HR/recruitment interviews when authorized.
• Document interview findings objectively.
• Assess experience, availability, qualifications, communication skills, and apparent position fit.
• Update candidate status throughout the recruitment process.
• Communicate authorized interview, hold, decline, and next-step decisions professionally.
• Maintain follow-up on stalled or aging applicants.
• Prepare qualified candidates for management or final interviews when required.
• Transfer Approved-to-Hire candidates into the onboarding process.
• Maintain complete and audit-ready recruitment documentation.

Employee Onboarding & Personnel File Management

Once a candidate has been Approved to Hire, the HR Operations Specialist will coordinate the administrative onboarding process.

Responsibilities include:

• Receive and review Approved-to-Hire handoffs.
• Confirm employee position, program, classification, compensation information, and onboarding status.
• Establish and maintain the employee's official personnel file.
• Ensure required recruitment documents are transferred into the personnel record.
• Initiate electronic onboarding.
• Assign applicable forms, acknowledgments, disclosures, attestations, and other onboarding requirements.
• Track completion of onboarding requirements.
• Follow up with employees regarding missing or incomplete documentation.
• Review completed forms rather than simply confirming that they were submitted.
• Identify discrepancies, disclosures, exceptions, or missing information.
• Obtain supporting documentation when needed.
• Coordinate credential, license, certification, clearance, and other applicable verification.
• Maintain onboarding and compliance trackers.
• Coordinate applicable HHAeXchange or other workforce-system setup.
• Conduct or assist with pre-orientation personnel-file audits.
• Confirm that applicable requirements are complete before moving an employee to the next authorized stage.
• Coordinate final pre-assignment documentation review.
• Maintain clear documentation of outstanding deficiencies.
• Escalate questionable, unusual, or non-routine issues to management, Compliance, or clinical leadership as appropriate.

This position does not independently authorize an employee for assignment unless specifically delegated that authority by Penn Home Health Care.

Orientation, Training & Competency Administration

This position will provide administrative coordination of employee orientation and training.

Responsibilities include:

• Confirm that employees are approved for orientation before scheduling or assigning training.
• Identify the appropriate training package based on position, program, and duties.
• Assign required orientation and training modules.
• Track training completion.
• Review training completion records and supporting evidence.
• Coordinate quizzes, knowledge assessments, and other required testing.
• Monitor incomplete or failed training.
• Coordinate retraining when required.
• Maintain accurate training documentation and personnel-file evidence.
• Coordinate role-specific, system-specific, and assignment-specific training.
• Track annual training and competency requirements.
• Coordinate with supervisors, management, and qualified clinical staff when competency evaluation is required.

Training completion does not independently establish professional or clinical competency when evaluation by a qualified individual is required.

Workforce Compliance & Credential Tracking

The HR Operations Specialist will support HR operations after employees have been cleared for assignment.

Responsibilities include:

• Maintain employee compliance trackers.
• Monitor professional license and certification expiration dates.
• Monitor applicable CPR, TB, background clearance, and other workforce requirements.
• Send renewal and expiration reminders.
• Follow up on outstanding renewal documentation.
• Coordinate annual training and competency requirements.
• Assist with applicable exclusion-screening processes.
• Track incomplete or overdue compliance requirements.
• Identify employees who may require assignment restriction because of expired or missing requirements and escalate appropriately.
• Document reinstatement requirements and completed compliance corrections.
• Maintain confidential HR and personnel records.
• Assist with separation and employee-file closure documentation.
• Escalate adverse, inconsistent, expired, or questionable compliance results.

Attendance & Employee Operations Support

Depending on assignment and authorization, the HR Operations Specialist may also assist with:

• Employee attendance tracking.
• Call-out documentation.
• Availability changes.
• Schedule-related employee communication.
• Missed or late shift follow-up.
• Employee communication requiring HR follow-up.
• Attendance and performance documentation.
• Coordinating corrective or remedial training.
• Maintaining applicable operational documentation.
• Escalating recurring attendance or performance concerns.
• Supporting continuity of patient/participant services by promptly communicating staffing-related employee issues.

Required Qualifications

We are looking for candidates who meet most or all of the following:

• At least 2 years of experience in Human Resources, recruitment, onboarding, credentialing, workforce operations, or a closely related administrative role.
• Experience supporting a U.S.-based company is strongly preferred.
• Healthcare, home care, home health, staffing, medical, or other regulated-industry experience is strongly preferred.
• Experience managing applicants from résumé screening through interview and onboarding.
• Experience maintaining employee personnel files and compliance documentation.
• Strong ability to track multiple employees, applicants, deadlines, expirations, and outstanding requirements simultaneously.
• Strong attention to detail and ability to identify missing, incomplete, inconsistent, or expired documentation.
• Excellent written and spoken English.
• Professional phone, email , and virtual-interview communication skills.
• Strong organizational and follow-up skills.
• Ability to follow detailed SOPs and established workflows consistently.
• Ability to recognize when an issue must be escalated rather than making an unauthorized decision.
• Comfortable working with confidential employee and healthcare-related information.
• Strong Microsoft Office / Microsoft 365 skills, particularly Outlook, Word, Excel, Teams, and electronic file management.
• Experience using an HRIS, applicant tracking system, scheduling platform, credentialing system, or similar software.
• Reliable computer, stable high-speed internet connection, and a professional remote-work environment.
• Ability to work **30 hours per week during the assigned U.S. Eastern Time schedule.

Preferred Qualifications

Candidates will receive stronger consideration if they have experience with:

• U.S. Home Health or Home Care HR operations.
• Pennsylvania home care/home health workforce requirements.
• Viventium.
• HHAeXchange.
• Axxess.
• LearnWorlds or another Learning Management System (LMS).
• Applicant Tracking Systems or HRIS platforms.
• Electronic onboarding systems.
• Caregiver recruitment.
• RN/LPN/HHA/CNA/DCW recruitment.
• Professional license verification.
• Background-clearance tracking.
• Credentialing and personnel-file auditing.
• TB/health requirement tracking.
• Employee compliance monitoring.
• Training and c