Home Health Aide Coordinator

Cobble Hill; New York (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

Your Choice At Home, an affiliate of Cobble Hill Life Center, is seeking an organized HHA Coordinator to manage HHAX and Careficient systems, ensuring accurate scheduling, authorizations, and regulatory compliance.

The role interfaces with vendors, clinical staff, and internal departments to maintain continuity of care and operational efficiency, while upholding confidentiality and professional standards.

Qualifications

• 2-5 years of experience as a HHA Coordinator.
• Experience with HHAeXchange required.
• High school diploma required; associate degree preferred.
• Experience in a computerized office environment.

Responsibilities

• Manage and maintain HHAeXchange (HHAX) system for staffing and authorizations.
• Coordinate scheduling, authorizations, and recertification info with vendors.
• Communicate changes in patient care to office and field staff.
• Collaborate with LHCSA coordinators for accurate scheduling, billing, and authorizations.

Skills

Communication skills

Organization

Prioritization

Problem-solving

Operational process improvement

Independence & collaboration

Integrity

Financial resources knowledge

Cultural sensitivity

Customer service

Willingness to seek guidance

Education

High school diploma

Associate degree preferred

Tools

HHAeXchange

Careficient

Job description

Your Choice At Home is currently seeking a detail-oriented and highly organized HHA Coordinator to join our Certified Home Health Care Program.

Your Choice At Home, an affiliate of Cobble Hill Life Center, is a Certified Home Health Agency (CHHA) committed to delivering culturally sensitive, high-quality care to patients in their homes. Many of our team members come from the communities we serve, allowing us to provide care with compassion, dignity, and understanding. Operating 24 hours a day, 7 days a week, we specialize in coordinated home health services that support patients, families, and care teams.

Position Summary

The HHA Coordinator is responsible for managing and maintaining Home Health Aide (HHA) vendor systems, coordinating aide services, and ensuring accurate scheduling, authorizations, and compliance with New York State Department of Health regulations. This role plays a vital part in maintaining continuity of care, operational efficiency, and clear communication between vendors, clinical staff, and internal departments.

Key Responsibilities for HHA Coordination & Vendor Management

• Maintain and manage the HHAeXchange (HHAX) system, including:
• Broadcasting HHA cases for staffing.
• Updating patient demographics, authorizations, and recertification information.
• Managing HHAX communications and vendor notifications.
• Updating provider rate increases.
• Processing un-billing requests.
• Troubleshooting vendor-related issues.
• Collaborate with Licensed Home Care Services Agency (LHCSA) coordinators to ensure accuracy in scheduling, billing, and authorizations.
• Communicate with office and field staff regarding changes in patient care, including hospitalizations, holds, discharges, and urgent health concerns.
• Notify vendor agencies of service-related concerns and aide performance issues.
• Run weekly expiring authorization reports to ensure uninterrupted services in compliance with Plans of Care (POC) and NYS Department of Health regulations.

Patient Care System & Scheduling Support

• Maintain and update the Careficient patient care software system, including:
• Assigning vendor agencies to patient schedules.
• Collaborating with nursing supervisors and nursing staff to ensure accuracy on 485s, HHA Plans of Care, and documented care needs.
• Running missed visit reports, removing missed visits from schedules, and scanning/uploading missed visit documentation.
• Sending weekly expiring authorization notifications to intake and nursing staff.

Additional Duties

• Assist with staffing subcontracted therapy services (PT, OT, ST), including sending and collecting required patient documentation.
• Participate in performance improvement and quality assurance initiatives.
• Complete assignments within established timeframes.
• Maintain patient confidentiality at all times.
• Promote a positive, professional, and business-like work environment.
• Maintain acceptable attendance and comply with organizational policies related to scheduling, time off, breaks, and dress code.

Qualifications & Requirements

Education & Experience

• Candidate must have 2-5 years of experience as a HHA Coordinator.
• Experience with HHAeXchange required.
• High school diploma required.
• Associate degree preferred.
• Experience working in a computerized office environment required.

Skills & Professional Competencies

• Strong communication and interpersonal skills.
• Excellent organizational, prioritization, and problem‑solving abilities.
• Ability to evaluate and improve operational processes.
• Ability to work independently and collaboratively across departments.
• Demonstrated integrity and maturity in handling confidential information.
• Knowledge of financial resources related to home care operations.
• Understanding of cultural sensitivity and customer service principles.
• Willingness to seek guidance when appropriate.

Physical & Work Environment Requirements

• Ability to sit for extended periods.
• Ability to lift, carry, and transport materials or equipment as needed throughout the workday.
• Adequate vision and hearing, with or without reasonable accommodation, to perform essential job functions.
• Work is primarily conducted in an office environment with regular interaction with administrative staff, management, vendor agency personnel, patients, and caregivers.
• Must meet New York State Department of Health regulatory health requirements.

If you are organized, dependable, and passionate about supporting quality home care services, we encourage you to apply and join our dedicated team.

Equal Opportunity Employer

This organization does not discriminate in hiring or employment based on ancestry, race, color, religion, national origin, sex, sexual orientation, age, military status, veteran status, or disability. Receipt of an application does not imply employment.