Administrative and Human Resources Coordinator

Job Summary
Key Responsibilities
Qualifications
Physical Requirements & Work Environment
Additional Notes
Background Check & Equal Opportunity

The Human Resources & Administrator Coordinator provides combined HR and administrative leadership for a home care agency licensed by the Office of Long-Term Living (OLTL) that delivers Home and Community-Based Services (HCBS). This role manages the full employee lifecycle from recruitment through offboarding, oversees day-to-day office operations, and serves as the agency's primary administrator for the HHAeXchange system, including Electronic Visit Verification (EVV), timesheet collection, service authorization tracking, Medicaid renewal monitoring, and caregiver scheduling. The role also dedicates one day per week in the field guiding Spanish-speaking clients start-to-finish through the PA HCBS application and enrollment process. The position requires strong attention to regulatory compliance, organization, and the ability to coordinate closely with caregivers, clients, the PA Independent Enrollment Broker, service coordinators, and Managed Care Organizations (MCOs).

Human Resources

•     Manage full-cycle recruitment for Home Health Aides (HHAs), Direct Care Workers, and administrative staff, including posting positions, screening applicants, and coordinating interviews.

•     Conduct new hire onboarding, including completion of employment paperwork, PA criminal background checks (Act 33/34), Child Abuse clearances, FBI fingerprinting where required, TB testing, and required OLTL/HCBS training modules.

•     Maintain accurate, compliant employee personnel files in accordance with OLTL, Medicaid, and Department of Human Services (DHS) requirements.

•     Track and manage employee credentialing, license renewals, competency evaluations, and mandatory annual training/in-services.

•     Administer employee benefits, leave requests, and PTO tracking, and respond to employee relations matters in a fair, timely manner.

•     Ensure compliance with PA Department of Aging, OLTL, and Medicaid HCBS employment and background check regulations.

•     Manage disciplinary actions, performance documentation, and offboarding/termination processes.

•     Support workers' compensation, unemployment, and payroll-related HR administration in coordination with the payroll provider.

Office Management

•     Oversee daily office operations, supplies, vendor relationships, and general administrative workflow.

•     Serve as a point of contact for clients, caregivers, families, and referral sources by phone and in person.

•     Maintain organized filing systems (physical and electronic) for personnel, client, and compliance records.

•     Support preparation for state audits, licensure surveys, and quality assurance reviews.

•     Assist leadership with policy development, procedure documentation, and staff communications.

HHAeXchange, EVV & Scheduling

•     Serve as the agency's primary administrator of the HHAeXchange system for scheduling, EVV compliance, and billing support.

•     Monitor and manage Electronic Visit Verification (EVV) data to ensure visits are properly clocked in/out, exceptions are resolved, and records meet 21st Century Cures Act and PA Medicaid EVV requirements.

•     Collect, review, and reconcile caregiver timesheets against EVV visit data prior to payroll submission.

•     Create, update, and adjust caregiver schedules within HHAeXchange in response to client needs, caregiver availability, call-offs, and authorization changes.

•     Verify client service authorizations (units/hours approved) against scheduled and delivered services to prevent over- or under-utilization.

•     Track authorization start/end dates and proactively coordinate with service coordinators/MCOs to obtain timely reauthorizations.

•     Monitor clients' Medicaid eligibility and renewal (redetermination) status, alerting families and service coordinators ahead of expiration to prevent service disruption.

•     Communicate with MCO service coordinators regarding authorization changes, care plan updates, and documentation requests.

•     Generate and review HHAeXchange reports (missed visits, exceptions, authorization utilization, timesheet discrepancies) and escalate issues as needed.

Compliance & Chart Audits

•     Conduct monthly audits of client and employee charts (personnel files, service authorizations, care plans, timesheets, and required clearances) to verify completeness and regulatory compliance.

•     Identify documentation gaps or discrepancies during chart audits and follow up promptly to obtain corrections or missing records.

•     Maintain the agency's overall compliance with OLTL, PA Department of Aging, DHS, and Medicaid HCBS licensing and program standards.

•     Track corrective action items resulting from audits and internal reviews through to resolution, and document outcomes.

•     Maintain audit logs and compliance tracking tools, and prepare documentation for state licensure surveys, MCO audits, and quality assurance reviews.

•     Stay current on changes to OLTL, Medicaid HCBS, and EVV regulations, and update agency policies and procedures accordingly.

Client Enrollment & PA HCBS Application Support

•     Dedicate one day per week in the field guiding prospective Spanish-speaking clients start-to-finish through the PA HCBS application process, from initial intake through service enrollment.

•     Coordinate directly with PA's Independent Enrollment Broker (IEB) to schedule required assessments, submit forms, and track application status through to determination.

•     Assist clients and families in completing all OLTL/HCBS qualifying requirements, including Level of Care determination, financial and Medicaid eligibility documentation, and any required supporting paperwork.

•     Follow up on outstanding application items and communicate directly, in Spanish, with clients and families to keep the enrollment process moving and address questions or concerns.

•     Confirm the client is fully qualified and approved to receive Personal Assistance Services (PAS) before transitioning the case to the scheduling/care team for service start.

•     Document each step of the enrollment process and maintain client enrollment files in compliance with OLTL and agency recordkeeping standards.

Education & Experience

•     Associate's or Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or related field preferred; equivalent work experience considered.

•     Minimum 2-3 years of experience in Human Resources and/or office management, preferably within home care, HCBS, or another healthcare setting.

•     Hands-on experience with HHAeXchange or a comparable EVV/scheduling platform strongly preferred.

•     Familiarity with PA OLTL, HCBS waiver programs, and Medicaid home care regulations preferred.

•     Working knowledge of the PA HCBS application process, the Independent Enrollment Broker (IEB), Level of Care determination, and Medicaid financial eligibility requirements for Personal Assistance Services (PAS).

•     Bilingual fluency in Spanish and English required, to guide Spanish-speaking clients through the enrollment and application process in the field.

Knowledge, Skills & Abilities

•     Working knowledge of onboarding processes, background check requirements, and personnel recordkeeping for licensed home care agencies.

•     Understanding of Electronic Visit Verification (EVV) requirements and timesheet/payroll reconciliation.

•     Ability to interpret and track Medicaid service authorizations and renewal/redetermination timelines.

•     Strong organizational skills with the ability to manage multiple priorities, deadlines, and confidential information.

•     Excellent verbal and written communication skills for interacting with staff, clients, families, and MCOs.

•     Proficiency with Microsoft Office (Word, Excel, Outlook) and HR/scheduling software systems.

•     High degree of discretion when handling sensitive employee and client health information (HIPAA compliance).

•     Primarily office-based; extended periods of sitting and computer use.

•     Weekly local travel to client homes is required for in-field visits, in addition to occasional travel for audits, meetings, or training.

•     Standard office environment with regular phone and in-person interaction with staff and clients.

This job description is intended to describe the general nature and level of work being performed and is not an exhaustive list of all responsibilities, duties, and skills required. Duties, responsibilities, and activities may change at any time with or without notice.

IBH requires all employees, prior to any offer of employment being extended, to successfully pass a state mandatory criminal background check.

IBH is prohibited from hiring and/or retaining any individual(s) with a prohibited conviction or Department of Aging ineligibility determination, as described below:

Integrative Behavioral Homecare is an EEO Employer – M/F/Disability/Protected Veteran Status