Healthcare Operations and Administrative Coordinator

Job Code: [CS- SYTCC]

Work Hours: 8:30 - 3:30 PM Eastern Daylight Time, Monday - Friday (Saturday if needed)

Salary: $5 - $6 per hour (depending on experience)

Job Responsibilities:

• Schedule and confirm patient appointments and caregiver shifts.
• Manage daily and weekly caregiver calendars.
• Coordinate caregiver assignments to ensure adequate staffing coverage.
• Respond to patient inquiries via phone, email, and text in a timely and professional manner.
• Send reminders for appointments and virtual consultations.
• Route urgent concerns through proper telephone triage procedures.
• Act as a liaison between patients, doctors, caseworkers, and support teams.
• Manage telehealth platforms and assist in virtual consultation logistics.
• Monitor remote patient data and escalate clinical concerns as needed.
• Coordinate prescription refills and ensure accurate medication schedules.
• Communicate with pharmacies and providers to facilitate timely updates.
• Maintain proper medication-related documentation.
• Prepare and organize clinical documentation for healthcare providers.
• Handle general administrative tasks, including data entry, file management, and paperwork preparation.
• Maintain accurate records of client care plans, incident reports, and related communications.
• Handle communications with healthcare professionals, caseworkers, and clients.
• Prioritize, organize, and automate email responses using templates and tools.
• Ensure timely responses and maintain a well-organized inbox.
• Create and maintain professional reports, spreadsheets, and presentations.
• Design client and internal newsletters using tools like Canva and Google Suite.
• Provide immediate support during emergencies or conflicts (e.g., caregiver-client disputes).
• Assist in incident documentation, reporting, and coordination with the support team.
• Develop and implement systems to automate repetitive administrative tasks.
• Create templates for frequently used communications and documentation.
• Evaluate and adopt tools that enhance operational efficiency.
• Support planning and logistics for internal and client-related events.
• Design promotional materials (e.g., flyers, invitations) using Canva or similar tools.
• Coordinate with vendors and providers for event-related services.
• Develop and implement systems to streamline processes, such as automated email responses.
• Assist in creating templates for common communications and reports.
• Explore tools and software that can enhance efficiency in administrative tasks.

Qualifications:

• Proficiency in using Axis Care and EVV for care scheduling and documentation.
• Proven experience in administrative roles within the healthcare sector.
• Strong communication skills (written and verbal) and excellent interpersonal skills.
• Comfortable handling sensitive patient data with confidentiality.
• Knowledge of HIPAA and confidentiality practices (preferred).
• Ability to work independently in a fast-paced remote environment.
• Skilled in email and communication tools, document creation, and scheduling software.
• Background in telehealth, medical or behavioral health support services or patient coordination is a plus.

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance or Local Police Clearance background check if requested
• Must be available for video meetings with your camera on
• Must have no other clients during required work hours

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.