About this role
Home Care Coordinator
Company: iHomeCare Solutions
Location: Pittsburgh, PA — In person
Job Type: Full time
Pay: $18-20 hour
About the Position
iHomeCare Solutions is seeking an experienced Home Care Coordinator to support our Office of Long-Term Living (OLTL) home care division.
This position manages caregiver scheduling, participant intake, employee training tracking, audit preparation and payroll processing. Hands-on experience with HHAeXchange and ADP is required.
We are looking for someone who is organized, communicates clearly and follows through. The successful candidate must be able to address staffing changes, maintain accurate records and keep daily operations moving while meeting deadlines.
Responsibilities
Scheduling and Caregiver Coordination
- Build and maintain caregiver schedules based on participant needs, approved service authorizations and staff availability.
- Fill open shifts and respond promptly to call-offs, scheduling conflicts and coverage changes.
- Monitor attendance, late arrivals, missed visits and unfilled shifts.
- Communicate schedule changes to participants, caregivers and appropriate service coordinators.
- Monitor overtime and coordinate staffing adjustments with leadership.
- Escalate coverage gaps and concerns affecting participant safety or continuity of services.
Participant Intake and Service Coordination
- Receive referrals and coordinate the intake process from initial contact through the start of services.
- Gather required documents, verify service authorizations and establish accurate participant records.
- Coordinate caregiver assignments and confirm readiness before services begin.
- Communicate with participants, families, service coordinators and managed care organization representatives.
- Track authorization dates, approved hours, changes and renewals.
- Maintain documentation of service changes, interruptions and participant concerns.
HHAeXchange and Electronic Visit Verification
- Maintain accurate participant, caregiver, authorization and scheduling information in HHAeXchange.
- Review electronic visit verification records and follow up on missing clock-ins, clock-outs and visit exceptions.
- Reconcile scheduled hours, verified visits and approved authorizations.
- Resolve discrepancies using supporting documentation and approved correction procedures.
- Identify overlapping visits, duplicate entries and hours exceeding authorization.
- Coordinate with billing and leadership to resolve issues affecting claims or payment.
ADP and Payroll
- Review caregiver time records and prepare accurate payroll information in ADP.
- Reconcile time submitted against verified visits and supporting documentation.
- Identify missing punches, duplicate hours, incorrect pay rates and other discrepancies before payroll submission.
- Enter approved payroll adjustments and maintain supporting records.
- Verify authorized benefit deductions and other payroll changes with the appropriate personnel.
- Meet payroll deadlines and promptly address employee payroll questions.
- Protect confidential employee and payroll information.
Annual Training and Employee Compliance
- Track annual training assignments, completion dates and outstanding requirements.
- Send reminders and follow up with employees and supervisors before deadlines.
- Maintain training records, certificates and attendance documentation.
- Monitor required employee credentials and expiration dates.
- Assist with orientation and onboarding documentation.
- Notify leadership of overdue requirements or concerns affecting an employee’s eligibility for assignment.
MCO Audits and Quality Assurance
- Coordinate preparation for managed care organization audits and monitoring reviews.
- Organize requested participant, caregiver, service, EVV and training records.
- Review files for missing, expired or inconsistent documentation.
- Track audit requests, submission deadlines, findings and corrective actions.
- Work with leadership to correct deficiencies and verify completion.
- Maintain organized records that are ready for review throughout the year.
Required Qualifications
- Previous experience in home care coordination, scheduling or home care agency operations.
- Hands-on HHAeXchange experience.
- Experience using ADP and processing or supporting payroll.
- Experience with Pennsylvania OLTL home care services and managed care organizations.
- Working knowledge of service authorizations, EVV reconciliation and caregiver timekeeping.
- Experience maintaining training records and preparing documentation for audits.
- Strong organization, attention to detail and ability to manage competing deadlines.
- Professional communication and problem-solving skills.
- Proficiency with Microsoft Excel, Outlook and electronic record systems.
- Ability to maintain confidentiality and work independently.
Preferred Qualifications
- At least two years of relevant home care agency experience.
- Experience coordinating MCO audits and corrective action responses.
- Experience with participant intake, caregiver onboarding and authorization tracking.
- Associate’s or bachelor’s degree in business, health care administration, human services or a related field.
What Success Looks Like
- Schedules are accurate, and coverage concerns are addressed promptly.
- Services remain within approved authorizations.
- EVV exceptions and payroll discrepancies are resolved with supporting documentation.
- Intake tasks and service starts are coordinated without avoidable delays.
- Training and employee records remain current.
- Audit submissions and corrective actions are completed on time.
- Leadership receives early notice of unresolved risks and operational concerns.
How to Apply
Apply through Indeed with your résumé highlighting your home care experience and proficiency with HHAeXchange and ADP.