Overview
This long-term consultant role provides administrative support and customer service for a California-based home care agency. Reporting to the Administrator(s), the position offers critical operational and accounting assistance, ensuring accurate bookkeeping and continuity of care by monitoring caregiver activity, responding to urgent scheduling needs, documenting relevant information, and supporting various administrative functions. The consultant serves as the primary point of contact for caregivers and clients, which may include some after-hours, weekend, and holiday work.
Responsibilities
- Provide primary bookkeeping support
- Answer telephone calls professionally and promptly from caregivers, clients, and new inquiries
- Speak with potential clients and assist in scheduling care consultations
- Serve as an on-call responder, handling after-hour calls from caregivers, clients, and potential clients; resolve issues such as call-outs, no-shows, and last-minute schedule changes using sound decision-making skills
- Schedule caregivers for client shifts, ensuring all shifts are staffed and caregivers’ clock-in and clock-out times are accurate
- Communicate with team members to escalate and resolve issues quickly
- Document non-emergency concerns and escalate urgent matters according to agency protocol
- Recruit caregivers by posting jobs, screening applicants, scheduling interviews, and onboarding
- Perform data entry to update software databases
- Maintain and verify accurate records
- Ensure calls are answered live or returned promptly within 15 minutes when not possible
Additional Duties:
- Schedule shifts and hours by matching caregiver qualifications and availability to clients’ needs and care plans as needed
- Coordinate and communicate new assignments and schedule changes to caregivers and clients in a timely and accurate manner
- Keep logs of times worked, work assignments during shifts, calls taken, and actions taken while on-call or after hours
- Recommend business process improvements and serve as a problem-solving resource
- Perform additional tasks assigned by management to support agency operations
Requirements
- Excellent English communication skills and confident phone presence
- Experience in bookkeeping, preferably with QuickBooks
- Experience with home care or healthcare scheduling
- Familiarity with WellSky, ClearCare, AxisCare, or similar software
- Ability to remain professional, calm, and solve problems under pressure
- Comfortable speaking with new clients and guiding conversations
- Highly organized with strong attention to detail
- Proficient at handling multiple tasks in a fast-paced environment
- Efficient time management and ability to work independently when necessary
- Reliable equipment including internet, computer, and phone line, and a quiet work environment
Application Note
Applicants are requested to include the code "VABK-CKLA" in the subject line for consideration.