Administrator of Virtue Independence

Job Details: Job Location: Pennsylvania

• Aston, PA, Position Type: Full Time, Salary Range: $70000.00 - $75000.00Salary, Virtue Independence is a non-medical home care agency. The Agency Coordinator runs the agency's day-to-day client and workforce processes from the office: referral intake, eligibility and authorizations, caregiver scheduling, caregiver onboarding and HR support, and regular internal audits. The role keeps client, personnel, and authorization records accurate and compliant, and delivers compassionate, responsive service to clients, families, caregivers, and referral partners.

KEY RESPONSIBILITIES

1. Referrals, Intake & Authorizations

• Maintain referral relationships with hospitals, discharge planners, social workers, facilities, and community organizations by phone, email, and office-based outreach; explain agency services to referral sources, clients, and families.
• Receive and review referrals for complete, accurate client details, insurance or payer information, and requested services; obtain anything missing and prepare referrals for approval.
• Verify insurance eligibility and benefits, determine prior-authorization needs, follow up on pending authorizations, and communicate approvals, denials, and limitations.
• Coordinate each new client from referral to start of services, advocating for appropriate services and escalating anything that could cause delays.
• Accept all referrals for services unless a denial has been authorized by the Administrator.

1. Scheduling & Client Coordination

• Build a client profile at intake to support the best client–caregiver match; assign caregivers, confirm acceptance, and notify clients and families.
• Staff all cases for the following day before the end of each workday; maintain schedules and visit confirmations in the scheduling system.
• Share relevant client information with caregivers and report changes in a client's needs or wellbeing to the supervisor.
• Notify contract case managers promptly of changes, missed visits, and client concerns, and follow all contract terms.
• Respond to voicemails and emails within 24 hours and document all calls in the appropriate system.

1. Caregiver Onboarding & HR Support

• Guide new caregivers through onboarding, including orientation, fingerprinting, drug screening, and training.
• Collect and verify required documents (background checks, certifications such as CPR, required training, references) and track expiring items.
• Serve as the employees' go-to resource on policies and procedures; document employee concerns and corrective actions and escalate as needed.
• Coordinate training, benefits administration, leave tracking, and HR system updates; work with payroll to resolve employee issues.

1. Compliance & Internal Audits

• Conduct regular internal audits [Audit frequency] of personnel and caregiver files, client records, and authorizations; document findings and see that gaps are corrected.
• Keep all personnel, caregiver, client, referral, and authorization records complete, current, and audit-ready.
• Keep client and employee information private and confidential (HIPAA), and follow payer requirements, contracts, agency policies, and federal, Pennsylvania, and local regulations.

1. Reporting

• Track referrals, new clients, authorizations, onboarding, and audit results, and give regular updates to leadership.
• Recommend process improvements and perform other related duties as assigned.

Qualifications

Full-time, in person at the office, 9:00 AM – 5:00 PM. Fast-paced office setting with frequent phone and computer use and prolonged sitting; occasional lifting up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.