Virtual Assistant

Company

Full Circle CX

Salary / Compensation

• Not specified

Overview / Job Description

Full Circle CX is seeking a Virtual Assistant – Homecare/Home Health to provide administrative and care coordination support for a home healthcare agency. This fully remote contract role is responsible for ensuring smooth day-to-day agency operations by managing scheduling, client communications, data entry, documentation, recruitment support, and care coordination activities.

The ideal candidate has experience in home health coordination, case management, or clinical support and is highly organized, detail-oriented, and capable of managing multiple administrative and client care responsibilities while delivering a seamless, person-centered care experience.

Responsibilities

Administrative & Office Support

• Answer and route incoming calls, emails, and messages from clients, families, and referral sources
• Draft and distribute internal communications, meeting agendas, memos, and follow-up correspondence
• Maintain organized digital filing systems for client records, personnel files, and agency documents
• Monitor and respond to agency voicemails, inboxes, and online inquiry forms
• Complete special projects and administrative tasks assigned by agency leadership

Scheduling & Care Coordination

• Schedule and confirm caregiver visits, client appointments, and staff meetings
• Coordinate caregiver assignments to ensure appropriate client-caregiver matching
• Resolve scheduling conflicts, caregiver call-outs, and client service gaps promptly
• Coordinate with the RN Director regarding clinical concerns, care plan updates, and supervisory visits

Client & Family Support

• Serve as the primary point of contact for clients, families, referral sources, and managed care organizations
• Conduct client intake assessments
• Assist in developing individualized care plans alongside the clinical team
• Monitor client satisfaction and proactively follow up after service initiation or care plan changes

Documentation & Compliance

• Enter and maintain accurate client and staff records within EHR and scheduling systems
• Prepare billing documentation
• Process prior authorization requests, service orders, and payer communications
• Maintain compliance documentation and agency records
• Track key performance metrics, including missed visits, hospitalizations, and care plan compliance

Recruitment & Onboarding Support

• Post job advertisements
• Screen applicants
• Schedule candidate interviews
• Assist with onboarding documentation and compliance tracking for new hires

Collaboration & Communication

• Facilitate communication among caregivers, nurses, therapists, physicians, and agency staff
• Support interdisciplinary collaboration to ensure quality client care
• Maintain effective communication with internal and external stakeholders

Requirements

Experience

• 1+ year of experience in:
  • Home health coordination
  • Case management
  • Clinical support
  • Similar healthcare coordination roles
• Experience using scheduling software and Electronic Health Record (EHR) systems

Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent attention to detail
• Strong verbal and written communication skills
• Ability to prioritize multiple responsibilities
• Customer-focused and compassionate approach
• Strong administrative and documentation skills
• Ability to work independently in a remote environment
• Effective problem-solving and coordination skills

Candidate Profile

You SHOULD Apply If

• You have experience in home healthcare or care coordination
• You are highly organized and enjoy administrative work
• You communicate professionally with clients, caregivers, and healthcare professionals
• You have experience using EHR and scheduling systems
• You are comfortable coordinating appointments, documentation, and client care activities
• You work well independently while supporting remote teams
• You are passionate about delivering excellent client care experiences

You Should NOT Apply If

• You have no experience in healthcare administration or care coordination
• You struggle with multitasking in fast-paced environments
• You are unfamiliar with EHR systems or scheduling software
• You have difficulty managing confidential records accurately
• You are uncomfortable coordinating with multiple stakeholders and healthcare professionals

Other Information

Additional Benefits / Highlights

• Fully remote contract opportunity
• Healthcare industry experience
• Opportunity to support a homecare/home health agency
• Diverse responsibilities across administration, scheduling, client support, and care coordination
• Opportunity to work closely with clinical teams and agency leadership
• Person-centered care environment
• Experience with EHR systems and healthcare operations is highly valued