Administrator/Care Coordinator Job Description

Payor sources: VA, Private Pay, Long Term Care, Medicaid, Contracts & Awarded RFP’s

Job Type: Homecare Scheduling and Caregiver Recruitment

Schedule

• Full-time | Monday – Friday |      8:00 AM – 4:30 PM 
• This is a position that will be      performed in office.  

Position Summary

The Administrator/Care Coordinator for Nightingale Respite Care LLC plays a key role in supporting our clients and caregivers by managing schedules, coordinating services, and recruiting caregivers to meet staffing needs. This position requires strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment.

Key Responsibilities

• Accept new referrals and enter      client demographics, service authorizations, and care needs into      scheduling software
• Document all client, caregiver      and Payor interactions in the scheduling software system
• Contact new clients within 24      hours of referral and new staff within one week
• Coordinate daily caregiver      staffing to maximize authorized service hours and meet agency KPI metrics
• Maintain timely communication      with the Operations Manager, Payor Sources, Referral Sources, Caregivers,      and Clients regarding schedule changes, critical incidents, or changes in      condition
• Ensure services align with care      plans, urgent requests, and service agreements
• Recruit, interview, and hire      caregivers to support assigned caseload needs
• Attend job fairs and assist with      local recruitment and marketing efforts as needed
• Perform other duties as assigned

EVV & Visit Compliance

• Maintain a minimum of 90%      compliance score in each EVV system as required by MCO.
• Monitor Electronic Visit      Verification (EVV) compliance through scheduling and visit oversight      systems, including AxisCare and any state-mandated portals 
• Review and correct visit      exceptions, failed visits, overlaps, missed clocks, and documentation      issues daily. 
• Assist caregivers with      clock-in/clock-out troubleshooting and EVV compliance education. 
• Verify visit information and      escalate unresolved compliance concerns appropriately. 
• Ensure manual visit confirmations      and required documentation are completed timely. 
• Maintain accurate service      documentation and scheduling notes for audit readiness.

#INDCORP

Qualifications

High School Diploma or GED required

Access to reliable transportation

Homecare scheduling and recruiting experience required

Experience with AxisCare or similar scheduling software required

Strong organizational skills and attention to detail

Excellent written and verbal communication skills

Ability to prioritize and manage multiple tasks efficiently

Proficiency in Microsoft Office (Word, Excel, Teams)

Ability to adapt to new tasks and changing priorities

Compassionate, dependable, and a team-oriented self-starter

VA System Familiarity 

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer

Must be able to lift up to 15 pounds