Compliance Administrative Coordinator

CareRing Health; Louisville, Northern (KY, KY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive pay

Weekly pay

Insurance (medical/dental/vision/life)

Paid holidays/PTO/401(k) match

Career growth opportunities

Great work environment

Work-life balance

Remote within US

Job summary

CareRing Health, LLC is seeking a highly organized Compliance Administrative Coordinator to support regulatory and compliance activities across our home health, personal care, and hospice operations. You will track licenses, certifications, renewals, regulatory deadlines, and required documentation, ensuring filings are complete and submitted on time.

You will collaborate with HR, clinical leadership, operations, payroll, and credentialing to gather information, monitor outstanding items, and

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in healthcare administration, business administration, or a related field preferred.
• At least 2 years of administrative experience, preferably in healthcare, home health, hospice, personal care, credentialing, licensing, or regulatory compliance.
• Experience managing deadlines, maintaining records, and working with high volumes of documentation.
• Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong attention to detail and accuracy.
• Excellent organizational and follow-up skills.
• Ability to manage multiple priorities and meet time-sensitive deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently while collaborating effectively with multiple departments.

Responsibilities

• Maintain a master calendar of licenses, permits, registrations, certifications, renewals, and regulatory deadlines.
• Track agency license renewals, Medicare/Medicaid enrollment and revalidation, business registrations, accreditation requirements, policy reviews, and state and federal reporting deadlines.
• Monitor upcoming deadlines and follow up on missing or expiring items.
• Maintain organized records of submissions, approvals, expiration dates, inspections, and follow-up activities.
• Monitor regulatory requirements and communicate important updates or potential compliance concerns to leadership.
• Prepare and submit applications, renewals, regulatory updates, and other required filings.
• Assist with change of ownership, address, administrator, and other agency notifications.
• Gather signatures, certificates, attachments, and supporting documentation needed for submissions.
• Ensure filings are accurate, complete, and submitted within required timeframes.
• Track submissions through completion, including confirmation receipts, approvals, and outstanding items.
• Maintain accurate and organized electronic and paper compliance files.
• Manage documentation such as licenses and permits, insurance certificates, policies and procedures, staff credentials and training records, background checks, inspection and survey results, and corrective action documentation.
• Ensure records are readily accessible for audits, surveys, inspections, and internal review.
• Assist with preparation for state, federal, and accreditation surveys and audits.
• Gather documentation and evidence requested by regulatory agencies or accreditation organizations.
• Track plans of correction, deadlines, follow-up activities, and required submissions.
• Help maintain ongoing survey readiness, including readiness for announced and unannounced inspections.
• Partner with HR, clinical leadership, operations, payroll, credentialing, and other departments to collect required information and documentation.
• Follow up with team members regarding missing, incomplete, or expiring compliance items.
• Provide leadership with updates regarding compliance deadlines, outstanding items, and filing status.
• Help improve and standardize compliance tracking tools, processes, and filing systems.
• Prepare routine compliance reports highlighting upcoming renewals, overdue items, outstanding documentation, and filing status.
• Identify documentation gaps, delays, and potential compliance concerns and elevate as appropriate.
• Provide general administrative support for compliance and regulatory activities.
• Perform other duties as assigned.

Skills

Attention to detail

Time management

Communication skills

Multitasking

Independent work

Team collaboration

Education

High school diploma or equivalent

Associate or bachelor’s degree in healthcare administration, business administration, or related field

Tools

Microsoft Office

Job description

Overview

We are a leading provider of homecare services throughout the Northeast. Our mission is to provide exceptional homecare services to patients who need our help the most.

What We Offer*:

We know that, to be the best place for our patients, we must be the best place to work for our employees. We offer the following to our employees:

• Make a difference every day in the lives of those who need our help the most
• Competitive pay
• Paid on a weekly basis
• Medical/dental/vision/life insurance
• Paid holidays/PTO/401(k) match
• Career growth opportunities
• Great and collaborative work environment
• Work‑life balance

We are seeking a highly organized and detail-oriented Compliance Administrative Coordinator to support regulatory and compliance activities across our home health, personal care, and hospice operations.

This position plays an important role in keeping our organization in good standing with federal, state, local, and accreditation requirements. You’ll be responsible for tracking licenses, certifications, renewals, regulatory deadlines, required documentation, and compliance activities — and making sure paperwork gets completed accurately and submitted on time.

If you’re someone who loves organization, follows through on details, and can keep multiple deadlines moving at once, this could be a great fit. Position is remote within the US.

Responsibilities

What You’ll Do

Licensing & Regulatory Compliance

• Maintain a master calendar of licenses, permits, registrations, certifications, renewals, and regulatory deadlines.
• Track agency license renewals, Medicare/Medicaid enrollment and revalidation, business registrations, accreditation requirements, policy reviews, and state and federal reporting deadlines.
• Monitor upcoming deadlines and follow up on missing or expiring items.
• Maintain organized records of submissions, approvals, expiration dates, inspections, and follow-up activities.
• Monitor regulatory requirements and communicate important updates or potential compliance concerns to leadership.

Applications & Documentation

• Prepare and submit applications, renewals, regulatory updates, and other required filings.
• Assist with change of ownership, address, administrator, and other agency notifications.
• Gather signatures, certificates, attachments, and supporting documentation needed for submissions.
• Ensure filings are accurate, complete, and submitted within required timeframes.
• Track submissions through completion, including confirmation receipts, approvals, and outstanding items.

Compliance Records

• Maintain accurate and organized electronic and paper compliance files.
• Manage documentation such as licenses and permits, insurance certificates, policies and procedures, staff credentials and training records, background checks, inspection and survey results, and corrective action documentation.
• Ensure records are readily accessible for audits, surveys, inspections, and internal review.

Survey & Audit Support

• Assist with preparation for state, federal, and accreditation surveys and audits.
• Gather documentation and evidence requested by regulatory agencies or accreditation organizations.
• Track plans of correction, deadlines, follow-up activities, and required submissions.
• Help maintain ongoing survey readiness, including readiness for announced and unannounced inspections.

Cross-Functional Support

• Partner with HR, clinical leadership, operations, payroll, credentialing, and other departments to collect required information and documentation.
• Follow up with team members regarding missing, incomplete, or expiring compliance items.
• Provide leadership with updates regarding compliance deadlines, outstanding items, and filing status.
• Help improve and standardize compliance tracking tools, processes, and filing systems.

Reporting & Administrative Support

• Prepare routine compliance reports highlighting upcoming renewals, overdue items, outstanding documentation, and filing status.
• Identify documentation gaps, delays, and potential compliance concerns and elevate as appropriate.
• Provide general administrative support for compliance and regulatory activities.
• Perform other duties as assigned.

Qualifications

What We’re Looking For

• High school diploma or equivalent required; associate or bachelor’s degree in healthcare administration, business administration, or a related field preferred.
• At least 2 years of administrative experience, preferably in healthcare, home health, hospice, personal care, credentialing, licensing, or regulatory compliance.
• Experience managing deadlines, maintaining records, and working with high volumes of documentation.
• Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong attention to detail and accuracy.
• Excellent organizational and follow-up skills.
• Ability to manage multiple priorities and meet time-sensitive deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently while collaborating effectively with multiple departments.

Preferred Experience

Candidates with experience in any of the following are especially encouraged to apply:

• Home health, hospice, personal care, or home care operations
• State healthcare licensing
• Medicare or Medicaid provider enrollment/revalidation
• Healthcare credentialing
• Accreditation or survey preparation
• Regulatory audits or inspections
• Plans of correction
• Healthcare compliance or policy management

*Eligibility for certain benefits may depend on employment status

CareRing Health, LLC is an equal opportunity employer committed to providing equal employment opportunities without regard to race, color, religion, sex (including pregnancy), sexual orientation, age, national origin, disability, genetic information, veteran status, or any other classification protected by applicable law.

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