Bilingual office manager/ Administrative supervisor

Eye Mountain Cares LLC

Odessa, FL

Part-time

4 days ago

Job Description

Benefits:

401(k)
Bonus based on performance
Opportunity for advancement
401(k) matching

Benefits/Perks

Flexible Scheduling
Competitive Compensation
Careers Advancement

Job Summary
We are seeking a Home Health Office assistant and Care Scheduler to join our team. In this role, you will collect, manage, and report on the scheduling information. This is an important position that allows us to provide comprehensive and consistent patient care by coordinating medical and health services. The ideal candidate is empathetic, highly organized, and possesses excellent customer service skills and able to multi task and manage time and willing to build the business and grow with us.

Position summary

Provide administrative and clerical support to the home health office to ensure efficient operations, accurate client records, timely billing and scheduling, and compliance with AHCA rules, Florida law, and agency policies. This role is non-clinical and does not perform licensed clinical tasks.
Performs in-home client assessments to determine service needs and develop individualized care plans under AHCA Homemaker and Companion guidelines. Ensures care plans reflect accurate scope of services (companionship, homemaking, light housekeeping, meal prep, transportation, etc.) and client preferences.

Primary responsibilities

Front-desk and communications
- Greet callers and visitors; answer phones and route messages professionally. Should be able to take Intake calls professionally.
- Schedule and confirm client visits, coordinate caregiver schedules, and manage appointment changes.
- Maintain accurate provider and caregiver contact lists and licensees.
Client records and documentation
- Create, update, and maintain client files in electronic and/or paper medical records systems in accordance with agency policy and AHCA requirements.
- Scan, file, and organize documentation (assessments, plans of care, consents, physician orders).
- Assist with timely collection of signatures, consents, and required documentation for admissions, recertifications, and discharges.
Billing and administrative support
- Prepare, verify, and forward visit logs, timesheets, and other documentation for billing and payroll.
- Assist with insurance verifications, authorizations, and referral processing.
- Perform basic data entry and run routine reports from the agency’s software.
Compliance and confidentiality
- Maintain confidentiality of client and employee information in accordance with HIPAA and agency policies.
- Help maintain employee files (licenses, trainings, background checks) to ensure credential currency.
- Assist with incident reporting processes by notifying appropriate staff and ensuring documentation is completed.
Coordination and customer service
- Serve as a liaison between clients, families, caregivers, clinicians, and outside providers to support continuity of care.
- Respond to client and family inquiries, escalating clinical or urgent concerns to licensed staff immediately.
Office operations
- Manage office supplies, incoming/outgoing mail, and vendor communications.
- Support onboarding tasks for new hires (scheduling orientation, coordinating testing, providing paperwork).

Responsibilities

Coordinate internal and external staffing needs
Assign clients to the appropriate caregivers
Use cloud-based scheduling software
Maintain an up-to-date list of on-call and backup staff and use to secure last-minute coverage
Communicate with caregivers regarding any updates or changes to their schedule
Communicate with managers and clients to inform them of any schedule or staffing changes
Assist in the hiring, training, and management of new staff

Qualifications

High school diploma or GED
Previous experience as a Home Care Scheduler or in a similar position is preferred
Highly organized with attention to detail
Comfortable with Microsoft Office and other computer programs
Ability to multitask and prioritize projects
Excellent customer service and interpersonal skills

Numbers & Facts

Location	Odessa, FL
Job Type	Part-time

Skills

Administrative Managementunmatched
Administrative Skillsunmatched
American Health Care Association (AHCA)unmatched
Background Investigationunmatched
Billingunmatched
Billing Recordsunmatched
Business Growthunmatched
Calendar Managementunmatched
Change Managementunmatched
Cloud Computingunmatched
Cook Dishesunmatched
Customer Relationsunmatched
Customer Support/Serviceunmatched
Data Entryunmatched
Detail Orientedunmatched
Develop and Maintain Customersunmatched
Documentationunmatched
Electronic Medical Recordsunmatched
Establish Prioritiesunmatched
File Maintenanceunmatched
HIPAA (Health Insurance Portability and Accountability Act)unmatched
Health Planunmatched
Healthcareunmatched
High School Diplomaunmatched
Home Careunmatched
Home Economicsunmatched
Housekeeping/Cleaningunmatched
Interpersonal Skillsunmatched
Legalunmatched
Medical Record Systemunmatched
Microsoft Officeunmatched
Multilingualunmatched
Multitaskingunmatched
Needs Assessmentunmatched
Office Managementunmatched
On Callunmatched
Onboardingunmatched
Operations Managementunmatched
Organizational Skillsunmatched
Patient Careunmatched
People Managementunmatched
Schedule Developmentunmatched
Staff Requirementsunmatched
Staff Trainingunmatched
Telephone Skillsunmatched
Time Managementunmatched

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