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About the Client: This client owns and operates a successful Home Health Agency specializing in providing care to seniors and children with special needs. The Owner manages multiple interconnected companies (including mental health clinics and a daycare) and is currently experiencing extreme stress and high volume. The agency is restructuring and requires one crucial hire to act as the Owner's right hand to maintain operational stability and compliance. The company culture values leaders who operate with a friendly, promoting, but firm approach.
About the Role: The Owner is seeking a Virtual Assistant with a strong Management and Healthcare background to step into a leadership role. This is a permanent, high-responsibility position intended to reduce the Owner’s direct operational stress and allow them to step away from daily oversight. The role requires proven supervisory skill, a strong background in staffing/HR compliance, and the drive to contribute to agency growth.
Responsibilities
- Management and Supervisory Oversight (Executive Function): Staff Supervision - Act as the Owner's "eyes" to supervise the existing staff (clinical director, biller, coordinator, staffing person) and ensure all departmental operations are running smoothly.
- Payroll Processing: Take over the responsibility for payroll processing for the agency staff.
- Daily Workflow: Oversee and supervise daily operations and tasks; the VA will not perform the daily admin tasks but will ensure they are completed correctly by the existing team.
- Leadership Style: Lead with a friendly, promoting approach but maintain firm accountability, ensuring the team knows the work is not negotiable.
Compliance and Quality Assurance (Audit-Readiness)
- Regulatory Compliance: Monitor and ensure the agency is in full compliance with regulatory bodies (like ACA).
- Documentation Oversight: Oversee application completion, application submission, and monitor the EMR system to ensure all staff and patient documentation is accurate and in place for audit purposes.
- Patient Files: Oversee the clinical side's administrative needs, including ensuring patient assessments (initial and every 180 days) and plans of care are fully documented and archived for future audits.
- Financial Monitoring: Oversee billing processes and monitor bank statements (view-only access) to ensure all payments due are accounted for.
Business Growth and Development
- Agency Growth: Be responsible for growing the agency by developing and executing marketing strategies.
- Client Acquisition: Seek out and acquire new clients by connecting with different facilities (hospitals, elderly home care, doctor's offices) through cold calls, faxing flyers, and scheduling in-person visits for the internal staffing team.
- HR / Disciplinary Action: Manage initial staff discipline and documentation for serious issues before escalating final decisions to the Owner.
Required Qualifications & Skills
- Industry Experience: MANDATORY: Must have prior management experience specifically within the Home Health Agency or related healthcare sectors (e.g., staffing, administration, HR).
- Leadership Background: Proven leadership required to supervise and hold remote staff accountable.
- Skills: Experience in staffing, HR, and admin departments.
Personal Attributes
- Accountability & Trust: Must be highly trustworthy, accountable, and non-procrastinating.
- Drive: Must be motivated to go "above and beyond" and make the Owner feel the VA is indispensable.
- Communication: Must be ready to represent the Owner's voice when communicating with external partners (doctors' offices, hospitals).
Seniority level
- Associate
Employment type
- Full-time
Job function
- Business Development and Management
- Industries
- Health and Human Services
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