Back Office Specialist- Home Health

Buena Vista Home Health, Palliative Care & Hospice (BV) provides positive, life-changing services that have touched the lives of thousands of individuals in the Ventura & Los Angeles Counties.

At BV, our culture is nurtured by our core values: Celebration, Accountability, Passion for Learning, Love One Another, Intelligent Risk, Customer Second, and Ownership. Your growth is important to us. We set individual and team goals to ensure that we continue to grow together and serve our patients & their families at the highest standard.

Join a dynamic company that believes in a team approach and focuses on doing what is best for our patients. As a Back Office Specialist with Buena Vista, you will have the opportunity to advance your career while receiving strong compensation and excellent benefits.

Status: Full-time

Pay Range: $25–$29 per hour

Location: Thousand Oaks office

JOB SUMMARY

The Back Office Specialist is responsible for supporting the administrative, intake, scheduling, and business office functions of the home health agency. This role ensures efficient coordination of patient intake, staffing, billing support, and office operations while maintaining compliance with regulatory requirements. The position serves as a central point of communication for patients, families, referral sources, and staff, ensuring seamless coordination of care and operational workflows.

DUTIES & RESPONSIBILITIES

Administrative Operations

• Answer and manage incoming calls, messages, and correspondence.
• Greet and assist patients, visitors, and staff in a professional manner.
• Maintain office supplies, equipment, and general clerical functions
• Manage incoming/outgoing mail and document processing.

Intake & Coordination

• Coordinate all aspects of patient referrals and intake processes.
• Verify insurance, obtain authorizations, and support reimbursement activities.
• Communicate with patients, families, and referral sources to ensure seamless admissions.
• Maintain accurate referral and intake records.

Scheduling & Staffing

• Coordinate clinician schedules and territory assignments
• Maintain staff availability, productivity.
• Process schedule changes, missed visits, and workflow updates.
• Provide staffing solutions to support patient care needs.

Authorization and Billing Support

• Perform data entry, pre and final bill check for billing and reimbursement.
• Maintain accurate patient insurance information and perform monthly re-eligibility checks.

Compliance & Quality

• Maintain compliance with HIPAA, Medicare, and regulatory requirements.
• Ensure confidentiality of patient and organizational information.
• Support continuous process improvement and quality initiatives.

General Duties

• Provide cross-functional support across administrative, intake, and scheduling functions.
• Participate in meetings and other operational activities.
• Perform additional duties as assigned.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by the employee of this job. The employee may be requested to perform job-related tasks other than those stated in this description.

JOB REQUIREMENTS (Education, Experience, Knowledge, Skills & Abilities)

• The back-office specialist must have healthcare experience, preferably in referrals/intake in a home health or hospice environment.
• A nursing background is preferred but not required.
• Demonstrates good communication, negotiation, and public relations skills.
• Demonstrates autonomy, assertiveness, flexibility and cooperation in performing job responsibilities.