Home Health Agency Practice Coordinator

Job DetailsJob Location: TLC Office - Oakland, CA 94611Salary Range: $30.00 - $40.00 Hourly
About TLC Homecare:

TLC is a small Home Health Agency providing services to vulnerable populations. TLC maintains an average census of 5 clients but aspires to grow to ~20 clients.

Primary Work Location: Hybrid

This is a hybrid position based in the Bay Area. Team members in hybrid roles split their time between remote work and in-person collaboration. In-person work may take place at any of our Bay Area locations, depending on team needs, client services, or program priorities. Hybrid roles are designed to support flexibility while maintaining strong, mission-driven connections across teams and sites. The frequency of in-person work varies by week depending on the needs of our programs. This role will require the employee to be available for on-site work 1-2 days a week. The employee won’t always be required to come to the office weekly, but must be able to be in the office 1-2 days a week when jod duties require an on-site presence.

Job Summary:  

The Home Health Agency Practice Coordinator provides operational, administrative, and clinical support to ensure the efficient day-to-day functioning of the home health agency. This role serves as a key liaison between patients, caregivers, clinical staff, hospitals, and leadership while supporting admissions, patient coordination, compliance, and quality assurance processes. Ensures timely documentation, supportsregulatory readiness, monitors patient care coordination activities, and helps maintain strong referral relationships to support agency growth and high-quality patient care.

About the Role:

Job Duties:

Patient Coordination & Communication

Answer phones and provide courteous, professional communication to patients, caregivers, referral sources, and staff
Follow up calls with patients and family members to ensure concerns are addressed appropriately
Coordinate communication with hospitals when patients are sent to the emergency room to confirm admission status and notify hospital staff that the patient is currently receiving services from the agency
Ensure timely follow-up care is scheduled when patients visit the ER but are not admitted
Track patient hospitalizations and ensure care coordination with clinical staff

Admissions & Referral Management

Oversee patient admissions and referral processes to ensure timely intake and coordination of care
Collect required documentation for admissions and coordinate with billing staff for insurance verification
Confirm the physician responsible for overseeing patient care and coordinating admission scheduling with clinical staff
Monitor and manage incoming referrals daily through Careport and other referral sources

Medical Records & Documentation Management

Maintain patient medical records in compliance with HIPAA and organizational policies
Ensure timely filing and processing of patient documentation and identify late documentation for follow-up
Send required medical record documentation to designated patient representatives or DPOAs when appropriate
Track physician orders sent for signature and follow up on outstanding orders to ensure timely completion

Clinical Operations Support

Notify staff of patient admissions and ensure OASIS transfers and documentation are completed in a timely manner
Assist in scheduling visits and coordinating patient care activities with clinical staff
Participate in on-call triage to support patient needs and operational continuity

Quality Assurance & Compliance

Assist with quality assurance activities and regulatory survey readiness by maintaining organized documentation and reports
Conduct audits to support Joint Commission compliance and corrective action plans
Track and monitor quality indicators including infections, falls, medication errors, and hospitalizations on a weekly basis
Complete and monitor Electronic Visit Verification (EVV) reports to ensure accuracy and compliance

Systems & Administrative Support

Serve as the Alora system superuser, providing support and guidance to staff on system use and troubleshooting
Monitor office supplies, medical forms, and inventory levels, placing orders as needed
Process incoming mail and ensure documents are scanned and distributed to appropriate leadership staff

Agency Representation & Leadership Support

Act as a liaison representing the agency to hospitals, referral partners, and community stakeholders
Develop and maintain referral relationships to support patient intake and agency growth
Maintain scheduling coordination with clinical staff to ensure adequate coverage and patient care continuity
Provide operational support to agency leadership and assist with administrative initiatives as needed

Minimum Required Skills & Qualifications:

Minimum 1-2 years of experience in healthcare, preferably in home health, hospice, or outpatient care coordination
Knowledge of HIPAA regulations and patient confidentiality standards
Experience coordinating patient admissions, referrals, or care transitions
Proficiency using electronic medical record (EMR) systems and standard office software (Microsoft Office or equivalent)
Strong organizational skills with the ability to track multiple patient cases, documentation deadlines, and operational tasks simultaneously
Excellent communication and interpersonal skills to interact professionally with patients, families, clinical staff, hospitals, and referral partners
Ability to maintain accurate documentation and support regulatory compliance requirements

Preferred Skills & Qualifications:

1-2 years of experience in home health operations or clinical coordination
Experience working with home health EMR systems such as Alora Home Health Software or similar platforms
Experience with referral management platforms
Prior experience supporting quality assurance, regulatory audits, or accreditation preparation (e.g., accreditation survey)
Experience tracking quality indicators such as infections, falls, medication errors, and hospitalizations
Familiarity with Electronic Visit Verification (EVV) compliance and reporting requirements
Experience serving as a system superuser or trainer for clinical software systems
Experience developing relationships with hospitals, referral partners, or community healthcare organizations
Previous experience in a intake coordinator, or home health operations role

Physical Requirements:

Occasional sitting or stationary work
Frequent standing, walking, kneeling, stooping, and ascending stairs
Occasional lifting and carrying up to 20 lbs
Frequent pushing and pulling
Frequent reaching high, low, and level

Work Environment:

 Interaction with patients, clients, and external customers

Benefits:

Employees in this role may be eligible for a range of benefits, including

Employer-supported medical,
Access to dental and vision insurance,
Paid vacation and sick time,
Retirement plan (401k) participation with a company match,
Commuter benefits,
Long Term Disability,
Life Insurance
Eligibility for certain benefits may vary based on hours worked per week and length of employment
Specific details are provided in the benefits guide and are subject to change

Cardea Health and TLC is an Equal Opportunity Employer

Cardea Health is committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, genetic information, marital status, national origin, disability, citizenship or veteran status. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the state of California and San Francisco Fair Chance Ordinance.

This job description is not designed to contain a comprehensive list of activities, duties, or responsibilities for this role. Activities, duties, or responsibilities may change, or a new job description may be assigned at any time with or without notice.