Experienced U.S. Home Health Office Manager – Part-Time (Remote)

About the Position

We are a start-up home health agency based in California, USA, seeking a highly experienced, organized, and proactive Home Health Office Manager to help establish and manage our administrative operations.

Our agency is currently preparing for CHAP accreditation and Medicare certification. We need someone who understands how a California home health agency operates and can independently coordinate administrative tasks, organize compliance documentation, and help ensure survey readiness.

This is NOT an entry-level virtual assistant position. We are specifically seeking someone with actual U.S. home health office management experience.

Key Responsibilities

1. CHAP Accreditation & Survey Preparation

Coordinate administrative preparations for CHAP accreditation and Medicare certification.

Organize and maintain survey-ready administrative binders, policies, procedures, and supporting documentation.

Develop and maintain an accreditation readiness checklist and master tracking system.

Coordinate with the Administrator, Director of Patient Care Services, clinical staff, and external consultants.

Identify missing documentation, track deficiencies, and follow up on corrective actions.

Assist with mock surveys, administrative audits, and survey-day preparation.

2. Home Health Office Operations

Oversee daily administrative operations remotely.

Establish efficient office workflows, procedures, and tracking systems.

Coordinate referrals, admissions, scheduling, and documentation follow-ups with authorized clinical personnel.

Maintain organized electronic records and administrative files.

Monitor pending tasks and ensure timely completion.

Assist with vendor coordination, communications, and general administrative needs.

3. Personnel File & HR Coordination

Work closely with the HR/Recruitment Specialist to maintain complete, organized personnel files.

Monitor staff credentialing, license expiration dates, training records, and required documentation.

Coordinate employee onboarding and orientation.

Help maintain HR compliance tracking systems.

4. Clinical Documentation Coordination

Monitor administrative completion and timeliness of required clinical documentation.

Coordinate with nurses, therapists, and clinical leadership regarding outstanding records.

Help prepare documentation for internal chart audits and accreditation reviews.

Support EMR organization and workflow improvements.

Clinical assessments, OASIS accuracy, care planning, and clinical compliance decisions remain the responsibility of qualified clinical personnel.

5. Process Development & Reporting

Develop standardized operating procedures, checklists, and administrative workflows.

Establish tracking systems for recurring operational tasks.

Provide regular progress reports to the Administrator.

Identify operational problems and recommend practical solutions.

Help create scalable systems as the agency expands.

Minimum Qualifications

At least 1 year of actual experience as an Office Manager or in a comparable administrative leadership role for a U.S. home health agency.

Strong knowledge of U.S. home health operations, preferably California-based.

Familiarity with Medicare home health requirements and accreditation preparation.

Experience maintaining personnel files, administrative records, and compliance documentation.

Experience working with a home health Electronic Medical Record (EMR) system.

Excellent written and verbal English communication skills.

Strong organizational, time-management, and problem-solving abilities.

Ability to work independently with minimal supervision.

Proficient in Microsoft Office, Excel, Teams, and cloud-based document management.

Preferred Qualifications

Previous experience preparing a home health agency for CHAP, ACHC, or Joint Commission surveys.

Experience with California start-up home health agencies.

Familiarity with OASIS workflows, documentation tracking, and home health billing processes.

Experience developing SOPs, administrative checklists, and office management systems.

Previous experience supervising remote administrative personnel.

Who We Are Looking For

We want someone who is:

Proactive: Identifies what needs to be done without waiting for daily instructions.

Highly organized: Can establish and maintain efficient systems.

Detail-oriented: Understands the importance of accuracy in healthcare compliance.

Resourceful: Can research, troubleshoot, and recommend solutions.

Accountable: Takes ownership of assigned responsibilities and meets deadlines.

Growth-oriented: Interested in developing into a long-term leadership role as our agency expands.

What We Offer

Part-time remote work with potential for increased hours.

Opportunity to help establish and grow a California home health agency.

Direct collaboration with agency ownership and leadership.

Potential for long-term career growth into a full-time Office Manager position.

How to Apply

Please submit your resume along with brief answers to the following questions:

How many years have you worked for a U.S. home health agency, and what was your position?

Have you previously worked as a Home Health Office Manager? Please describe your responsibilities.

Have you participated in CHAP, ACHC, or other home health accreditation surveys? What was your role?

Which home health EMR systems have you used?

Are you available to work overlapping California business hours?

What is your expected hourly rate in Philippine pesos?

Important: Applicants without actual U.S. home health agency experience will not be considered.

We look forward to hearing from qualified candidates!