Virtual Home Care Operations Coordinator

Virtual Home Care Operations Coordinator (VHHOC)

At Health & Virtuals, we build structured, reliable support systems for Home Care Agencies across the United States—placing trained remote professionals into real operational workflows that help agencies manage their daily operations efficiently and consistently.

We are currently hiring Virtual Home Care Operations Coordinators (VHHOCs) to support US-based non-medical Home Care Agencies with client coordination, caregiver scheduling, service documentation, communication, and administrative operations.

Role Overview

The Virtual Home Care Operations Coordinator is responsible for supporting the day-to-day administrative and operational activities of a Home Care Agency.

This role involves coordinating between clients, families, caregivers, and agency management to ensure scheduled services run smoothly, communication remains consistent, and administrative workflows are properly maintained.

The VHHOC plays an important role in maintaining service continuity, improving coordination, and supporting overall agency efficiency.

What You'll Be Doing

Client Intake & Onboarding

• Handle incoming client inquiries and service requests.
• Collect client information and understand their service requirements.
• Coordinate client onboarding and initial service arrangements.
• Document client preferences, schedules, and service requirements.
• Follow up with prospective clients and families.
• Maintain accurate client profiles and service records.

Caregiver Scheduling & Coordination

• Schedule caregivers according to client requirements and availability.
• Manage shift changes, rescheduling, and cancellations.
• Coordinate replacement coverage when an assigned caregiver is unavailable.
• Track caregiver attendance and missed shifts.
• Communicate schedules, assignments, and updates to caregivers.
• Monitor scheduled services to help maintain continuity.

Client & Family Communication

• Handle inbound and outbound calls professionally.
• Respond to client and family inquiries.
• Communicate service updates and schedule changes.
• Follow up on client satisfaction and service concerns.
• Document client interactions and communication history.
• Escalate complaints, emergencies, and urgent concerns to agency management.

Administrative & Documentation Support

• Maintain accurate client and caregiver records.
• Update client schedules and service information.
• Track completed service hours and caregiver timesheets.
• Maintain communication logs and service documentation.
• Assist with service agreements and administrative records.
• Ensure records are updated and organized within agency systems.

Billing & Payroll Coordination

• Track caregiver working hours and completed shifts.
• Assist with service-hour verification.
• Support invoice preparation and billing follow-ups.
• Coordinate timesheet discrepancies with the appropriate team.
• Provide administrative support for payroll processing.
• Maintain accurate records for billing and payroll workflows.

What We're Looking For

Core Skills

• Understanding of US non-medical Home Care operations.
• Knowledge of client intake and onboarding processes.
• Understanding of caregiver scheduling and coordination.
• Familiarity with home care management software.
• Basic knowledge of service-hour tracking, billing, and timesheet management.
• Familiarity with HIPAA regulations, client privacy, and healthcare data confidentiality practices.
• Strong customer service and professional communication skills.

How You Work

• Organized and detail-oriented.
• Strong written and verbal communication skills.
• Reliable with excellent follow-through.
• Able to manage multiple schedules and priorities.
• Proactive in handling operational challenges.
• Calm and professional when managing last-minute changes.
• Comfortable working independently within structured workflows.
• Collaborative with strong internal communication.

Baseline Requirements (All Roles)

• Comfortable with digital tools, including CRM and home care management platforms.
• Proficient in Google Workspace / Microsoft Office.
• Familiar with communication tools such as Slack, Zoom, and Microsoft Teams.
• Able to manage tasks using structured workflows and trackers.
• Strong time management and prioritization skills.
• Familiarity with HIPAA-compliant practices for handling sensitive client information.
• Ability to maintain confidentiality and follow agency policies and procedures.

These baseline competencies are standardized across all roles to ensure consistent performance and workflow reliability.

Working Hours

Shift: 8:30 AM – 5:30 PM (EST)

Work Setup: Fully Remote

Additional Notes

• Prior experience in US non-medical Home Care operations is preferred but not mandatory.
• Training and structured onboarding will be provided.
• Familiarity with caregiver coordination and home care management software is an advantage.
• This is a process-driven operational role, not just a communication role—accuracy, accountability, and consistency matter.

Why This Role Matters

In Home Care, operational efficiency directly impacts client satisfaction, caregiver experience, service continuity, and agency growth.

As a VHHOC, you will help ensure that:

• Client inquiries and service requests are handled promptly.
• Clients are coordinated with suitable available caregivers.
• Caregiver schedules are properly managed.
• Shifts are covered consistently.
• Families receive timely communication and updates.
• Service hours and administrative records are accurately maintained.
• Billing and payroll workflows remain organized.

Your contribution will help Home Care Agencies reduce administrative workload, improve coordination, and focus on delivering reliable in-home assistance to their clients.

If you are organized, proactive, comfortable with technology, and capable of managing responsibilities in a structured healthcare support environment, we would love to hear from you!