Intake Assistant Jobs in Reston, VA (NOW HIRING)

 in Sterling, Virginia

We are seeking a highly organized, proactive, and experienced Home Care Operations Coordinator to oversee the daily administrative, scheduling, clinical support, and operational functions of our growing home healthcare agency.

This is not a typical office position. We are looking for someone who thrives in a fast-paced environment, enjoys solving problems, can effectively "put out fires," and keeps operations running smoothly while ensuring exceptional care for our clients.

The Operations Coordinator serves as the central communication hub between clients, caregivers, referral sources, and leadership. The ideal candidate has extensive experience in home care operations, healthcare billing, scheduling, EMR systems, HR, and client management.

Core Responsibilities

• Coordinate the day-to-day operations of the agency to ensure seamless delivery of home care services.
• Conduct client intake, assist with in-home assessments, coordinate the start of care, and introduce caregivers to new clients.
• Manage ongoing client satisfaction and service evaluations while maintaining strong relationships with clients and families.
• Maintain accurate client records and documentation within the Electronic Medical Record (EMR) system.
• Resolve client concerns quickly and professionally.

• Schedule caregivers based on client needs, skills, availability, and geographic location.
• Manage schedule changes, call-outs, last-minute staffing issues, and emergency coverage.
• Maintain appropriate staffing levels while ensuring continuity of care.
• Participate in an on-call rotation to manage after-hours and weekend scheduling emergencies.

• Process and monitor healthcare billing, authorizations, and documentation.
• Verify client information and assist with Medicare, Medicaid, private pay, and insurance documentation.
• Maintain accurate operational reports and records.
• Assist with payroll preparation and caregiver documentation.

• Assist with caregiver recruitment, interviewing, onboarding, orientation, and training.
• Audit employee files to ensure compliance with licensing, certifications, TB testing, CPR, background checks, and continuing education requirements.
• Track caregiver credentials and maintain personnel files in accordance with state and federal regulations.

• Maintain EMR, scheduling, and office management systems.
• Coordinate office supplies, vendor invoices, and operational inventory.
• Support leadership with administrative projects and reporting.
• Identify operational challenges and proactively implement solutions before they escalate.

• Minimum of 2 years of experience in home care operations, healthcare administration, or a related healthcare setting.
• Healthcare billing experience is required.
• Experience with Electronic Medical Record (EMR) systems is required
• Experience with healthcare scheduling and staffing coordination.
• Knowledge of Medicare, Medicaid, private pay, and healthcare regulations.
• Strong understanding of HR processes, employee compliance, and personnel documentation.
• Excellent organizational, multitasking, and time-management skills.
• Outstanding communication and customer service abilities.
• Proficiency in Microsoft Office, Google, Canva a plus.
• Ability to work independently while managing multiple priorities in a fast-paced environment.

Candidates must have some prior hands-on caregiving experience and understand the day-to-day responsibilities of field caregivers. This includes experience with:

• Personal care assistance
• Bathing, dressing, grooming, and toileting
• Incontinence care
• Safe transfers and mobility assistance
• Hoyer lift operation
• Fall prevention
• Dementia and Alzheimer's care
• Companion care
• Meal preparation
• Medication reminders
• Light housekeeping and other basic home care tasks

A strong understanding of caregiving allows the Operations Coordinator to make appropriate staffing decisions, support caregivers in the field, and ensure clients receive the highest quality care.

We're looking for someone who is:

• Calm under pressure and able to confidently resolve unexpected challenges.
• A team player.
• A natural problem solver who enjoys finding solutions rather than obstacles.
• Compassionate, professional, and committed to providing exceptional client care.
• Highly organized with excellent attention to detail.
• Comfortable making decisions independently while collaborating with leadership.
• Passionate about supporting both caregivers and clients.

This position is ideal for someone who enjoys wearing many hats and wants to play a vital role in helping a growing home healthcare agency deliver outstanding care to the community.

Founded in 1966, Interim HealthCare is the nation’s first home care company and a leading employer of Home Care Administrators. Operating through 300+ offices, our commitment to you is expressed through a family-oriented culture that values and appreciates home care professionals, and a passion to put patients first. Join a nationwide network of Home Care Administrators who are making a genuine difference in the lives of others through the meaningful work they do.

Interim HealthCare is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.