Homecare Operations Coordinator

Topaz HR; New York (NY); On-site; USD 34,000 - 41,000; Full time

Job summary

Topaz HR is seeking a Staffing Operations Coordinator in Williamsburg, NY, to oversee daily caregiver scheduling and ensure uninterrupted home care services. You will coordinate HHAs, monitor schedules, and resolve callouts while collaborating with patients, families, and clinical teams.

The role requires strong organizational skills, excellent communication, and proficiency with scheduling software. Bilingual abilities (Spanish, Russian, or NYC-area languages) are a plus.

Qualifications

• High school diploma or equivalent required.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong problem-solving and critical-thinking abilities.
• Attention to detail and ability to work independently.
• Proficiency with Microsoft Office 365 and general computer applications.
• Minimum typing speed of 40 WPM.
• Experience with scheduling software such as HHAeXchange, EVV, Salesforce preferred.
• Experience in Homecare or healthcare field preferred.
• Bilingual in Spanish, Russian, or another NYC-area language a plus.

Responsibilities

• Coordinate and schedule Home Health Aides (HHAs) based on patient needs, caregiver availability, location, language, and qualifications.
• Monitor daily schedules and proactively resolve callouts, staffing shortages, scheduling conflicts, and last-minute coverage needs.
• Coordinate start-of-care scheduling for new patients.
• Utilize HHAeXchange to manage schedules, verify EVV, and resolve discrepancies.
• Investigate and follow up on missed, incomplete, or late visits to ensure continuity of care.
• Maintain accurate scheduling records, case notes, and service documentation.
• Communicate scheduling updates with caregivers, patients, families, and internal team members.
• Serve as a liaison between patients, caregivers, nurses, and administrative staff.
• Monitor scheduling performance and operational metrics, including missed visits and staffing efficiency.
• Escalate clinical concerns or complex scheduling issues to the appropriate team.
• Ensure scheduling activities comply with agency policies and payer guidelines.

Skills

Organizational skills

Communication

Problem-solving

Typing speed 40 WPM

Microsoft Office 365

Scheduling software

Bilingual (Spanish/Russian)

Education

High school diploma or equivalent

Tools

HHAeXchange

EVV systems

Salesforce

Microsoft Office 365

Job description

A leading Homecare provider is seeking proactive and high-energy Staffing Operations Coordinator to oversee daily caregiver scheduling and ensure consistent, uninterrupted home care services.

This position plays a vital role in coordinating caregiver coverage, resolving scheduling challenges, and supporting patients, caregivers, and clinical teams in a fast-paced environment. The ideal candidate thrives under pressure, excels at multitasking, communicates effectively, and takes ownership of ensuring every patient receives the care they need.

Responsibilities

• Coordinate and schedule Home Health Aides (HHAs) based on patient needs, caregiver availability, location, language, and qualifications
• Monitor daily schedules and proactively resolve callouts, staffing shortages, scheduling conflicts, and last-minute coverage needs
• Coordinate start-of-care scheduling for new patients
• Utilize HHAeXchange to manage schedules, verify Electronic Visit Verification (EVV), and resolve scheduling discrepancies
• Investigate and follow up on missed, incomplete, or late visits to ensure continuity of care
• Maintain accurate scheduling records, case notes, and service documentation
• Communicate scheduling updates with caregivers, patients, families, and internal team members
• Serve as a liaison between patients, caregivers, nurses, and administrative staff
• Monitor scheduling performance and operational metrics, including missed visits and staffing efficiency
• Escalate clinical concerns or complex scheduling issues to the appropriate team
• Ensure scheduling activities comply with agency policies and payer guidelines

Qualifications

• High school diploma or equivalent required
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent verbal and written communication skills
• Strong problem-solving and critical-thinking abilities
• Consistent attention to detail and ability to work independently
• Proficiency with Microsoft Office 365 and general computer applications
• Minimum typing speed of 40 WPM
• Experience with HHAeXchange, EVV systems, Salesforce, or similar scheduling software is preferred
• Experience in Homecare or related healthcare field preferred
• Bilingual in Spanish, Russian, or another language commonly spoken in the NYC area is a plus
• Reliable attendance, flexibility to work overtime and dependable transportation are required
• $25–$30+ per hour + bonus (based on performance)
• Full-time employment in Williamsburg NY
• Opportunities for professional growth and career advancement
• Supportive and collaborative office environment