Employment Type: Full-Time

Department: Clinical Administration & Operations

Reports To: Agency Administrator / Director of Operations

Location: Remote (United States)

Pay Rate: $23.00 – $32.00 per hour

About Us

PROVIDENCE IN-HOME CARE SERVICE believes exceptional home care begins with compassionate people, strong organization, and accurate information. Every client we serve and every caregiver we employ relies on dependable administrative processes that support safe, high-quality care.

Our mission is to empower individuals to live safely and independently in the comfort of their own homes through personalized care, professionalism, integrity, and excellence. As we continue to grow, we are looking for dedicated professionals who share our commitment to making a meaningful difference behind the scenes while supporting the delivery of outstanding care.

Position Summary

PROVIDENCE IN-HOME CARE SERVICE is seeking a highly organized and detail-oriented Clinical Data & Records Specialist to join our remote administrative team.

This position is responsible for maintaining the accuracy, organization, and integrity of clinical and administrative records while supporting the agency's day-to-day operations. The Clinical Data & Records Specialist works closely with leadership and administrative staff to ensure documentation is complete, records are properly maintained, and information is entered accurately into agency systems.

This role is ideal for someone who enjoys working with data, values accuracy, takes pride in organization, and understands the importance of maintaining confidential healthcare information. Although this position does not provide direct patient care, your work will directly support caregivers, strengthen agency operations, and help ensure our clients receive exceptional service.

This is a fully remote position open to qualified candidates residing anywhere within the United States.

Essential Duties and Responsibilities

Clinical Records Management

• Maintain accurate electronic records for clients, caregivers, and agency operations.
• Review incoming documentation to ensure accuracy, completeness, and compliance with agency standards.
• Update client and employee records as new information becomes available.
• Organize and maintain secure digital filing systems.
• Monitor records for missing documentation and coordinate follow-up with appropriate departments.

Data Management & Documentation

• Enter, verify, and update information in electronic databases and agency software.
• Audit records to identify inconsistencies, duplicate information, or incomplete documentation.
• Prepare reports, spreadsheets, and operational summaries for agency leadership.
• Maintain organized documentation that supports daily operations and regulatory compliance.
• Assist with document scanning, indexing, electronic filing, and record retention.

Administrative Operations

• Support administrative projects that improve workflow and operational efficiency.
• Assist with onboarding documentation and employee record maintenance.
• Prepare forms, letters, reports, and other administrative documents.
• Respond to internal requests for documentation and information in a timely manner.
• Collaborate with multiple departments to ensure accurate recordkeeping.

Compliance & Quality Assurance

• Maintain confidentiality of client, caregiver, employee, and agency information at all times.
• Ensure documentation complies with HIPAA requirements and agency policies.
• Support quality assurance initiatives through routine record reviews and documentation audits.
• Assist with preparing documentation for regulatory reviews, surveys, and internal audits.
• Help identify opportunities to improve documentation processes and record accuracy.

Team Collaboration

• Work closely with agency leadership and administrative staff to support operational goals.
• Participate in virtual meetings, departmental training, and process improvement initiatives.
• Communicate professionally and effectively with internal team members.
• Perform additional administrative responsibilities as assigned.

Qualifications

Required Qualifications

• High school diploma or GED required; Associate's degree in Healthcare Administration, Health Information Management, Business Administration, or a related field preferred.
• Minimum of two (2) years of experience in healthcare administration, medical records, health information management, data management, office administration, or a related field.
• Strong attention to detail with exceptional accuracy.
• Excellent computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Experience working with electronic databases and digital document management systems.
• Strong organizational and time-management skills.
• Ability to work independently while managing multiple priorities in a remote environment.
• Must reside in the United States and be legally authorized to work in the United States.
• Reliable high-speed internet connection and a dedicated professional home office.

Preferred Qualifications

• Previous experience in home care, home health, hospice, healthcare administration, or medical office operations.
• Familiarity with electronic health records (EHR), EMR systems, CRM platforms, or healthcare management software.
• Knowledge of HIPAA regulations, healthcare documentation standards, and record retention practices.
• Experience supporting quality assurance or compliance initiatives.
• Bilingual candidates are encouraged to apply.

Knowledge, Skills, and Abilities

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and documentation management skills.
• Excellent analytical and problem-solving abilities.
• Ability to prioritize multiple assignments while meeting deadlines.
• Professional written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong computer and data management skills.
• Ability to work independently while collaborating effectively with a remote team.
• Commitment to professionalism, integrity, and continuous improvement.

Physical Requirements

• Ability to work at a computer for extended periods throughout the workday.
• Ability to use standard office equipment including a computer, telephone, printer, and scanner.
• Ability to perform repetitive keyboard and mouse activities.
• Ability to remain seated for prolonged periods with or without reasonable accommodation.

Compensation and Benefits

• Competitive hourly pay ranging from $23.00 to $32.00 per hour, based on experience, education, and qualifications.
• Overtime compensation in accordance with applicable labor laws.
• Fully remote work opportunity.
• Paid orientation and ongoing professional development.
• Career advancement opportunities within a growing organization.
• Flexible work environment.
• Supportive and collaborative leadership team.
• Paid time off and agency benefits, where applicable.
• Employee recognition and appreciation programs.

Work Environment

This is a fully remote position supporting the administrative and clinical documentation functions of PROVIDENCE IN-HOME CARE SERVICE. The Clinical Data & Records Specialist will work from a secure home office while collaborating with agency leadership and administrative staff to ensure records remain accurate, organized, and compliant.

Success in this role requires strong attention to detail, excellent organizational skills, and the ability to manage confidential information with professionalism and care. The position offers the opportunity to make a meaningful impact by supporting the systems and documentation that help caregivers deliver exceptional care to clients every day.

Equal Employment Opportunity Statement

PROVIDENCE IN-HOME CARE SERVICE is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace. We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

Join Our Team

Behind every outstanding caregiver is a strong team that keeps information accurate, organized, and accessible. As our Clinical Data & Records Specialist, you'll play an important role in supporting the people who provide care and the clients who depend on our services.

If you're someone who takes pride in accuracy, enjoys creating order from detail, and wants your work to contribute to something meaningful, we'd love to hear from you.

Join PROVIDENCE IN-HOME CARE SERVICE and become part of a team dedicated to delivering compassionate care through excellence, integrity, and exceptional operational support.