Home Health Operations Team Lead

About the Role

We are looking for an experienced Home Health Operations Team Lead to oversee and support the day-to-day work of an administrative team serving a U.S.-based Home Health Agency (HHA).

The primary focus of this role will be Intake, Coordination, and HR/ Caregiver Compliance . You will help ensure new patient cases are processed correctly, caregivers are scheduled and coordinated properly, employee documentation remains compliant, and the team follows through on time-sensitive tasks.

This is a hands-on leadership role. We are looking for someone who understands home care operations, can supervise and train a team, and is also willing to step in and help resolve issues when needed.

Key Responsibilities

Team Leadership & Oversight

• Supervise and support team members working in Intake, Coordination, and HR

• Assign and prioritize daily workloads

• Monitor productivity, accuracy, follow-ups, and outstanding tasks

• Train and coach team members on procedures and workflows

• Review work for accuracy and ensure established processes are followed

• Identify issues before they become problems and escalate when necessary

• Help resolve difficult patient, caregiver, or operational situations

• Maintain clear communication with agency management

Intake & Patient Onboarding

• Oversee new patient referrals and intake workflows

• Ensure required demographics, insurance information, authorizations, and documentation are collected

• Monitor pending cases and ensure timely follow-up

• Coordinate with patients, families, insurance plans, marketers, and internal departments

• Ensure cases move efficiently from referral through Start of Care

• Monitor intake queues and prevent cases from becoming unnecessarily delayed

Coordination & Scheduling

• Oversee caregiver scheduling and patient coverage

• Monitor open shifts, missed visits, call-outs, and scheduling conflicts

• Ensure patient schedules and service calendars remain accurate

• Monitor Electronic Visit Verification (EVV) issues and caregiver attendance

• Coordinate hospitalization holds, resumptions of care, and other patient status changes

• Ensure authorization hours and scheduled hours are properly monitored

• Help resolve urgent coverage and caregiver issues

HR & Caregiver Compliance

• Support caregiver recruiting, onboarding, and employee administration

• Monitor employee documentation and compliance requirements

• Track missing or expiring documents and ensure timely follow-up

• Coordinate orientation and onboarding requirements

• Maintain accurate caregiver records

• Work with HR to address attendance, performance, and compliance issues

• Ensure caregivers meet agency requirements before being assigned to cases

Quality & Process Management

• Monitor dashboards, reports, and outstanding task lists

• Ensure documentation is accurate and audit-ready

• Identify recurring errors or bottlenecks and help improve processes

• Maintain accountability for deadlines and follow-ups across the team

• Prepare status updates and reports for management

What We're Looking For

• Previous experience in a Home Health Agency (HHA) or home care environment

• Strong knowledge of at least two of the following areas: Intake, Coordination/Scheduling, or HR/Caregiver Compliance

• Previous team lead, supervisor, trainer, or senior coordinator experience strongly preferred

• Understanding of home care workflows, patient cases, caregivers, authorizations, and compliance

• Strong organizational and follow-up skills

• Ability to manage multiple priorities and time-sensitive issues

• Strong problem-solving and decision-making skills

• Comfortable holding team members accountable while maintaining a positive working environment

• Excellent written and spoken English

• Strong computer skills and ability to work across multiple healthcare systems

• Reliable, proactive, and able to work with limited supervision

Systems & Experience That Are a Plus

• HHAeXchange (HHAX)

• Electronic Visit Verification (EVV)

• Home care scheduling systems

• Electronic Medical Records (EMR/EHR)

• Medicaid or Managed Long-Term Care (MLTC)

• Consumer Directed Personal Assistance Program (CDPAP)

• Caregiver compliance and credential tracking

• Insurance eligibility and authorization

• Microsoft Excel and reporting