HHA Coordinator ALF

The ALF HHA Coordinator is stationed at the assigned assisted living facility and serves as the liaison between Arista Home Care, the facility, patients and families, home health aides (HHAs), and the clinical team. The Coordinator manages intake paperwork for each new patient, facilitates onboarding of new HHAs, and coordinates day-to-day cluster care schedules and coverage. This position maintains accurate records, communicates changes promptly, and supports timely service delivery in accordance with the plan of care, authorized services, and agency procedures. The Coordinator reports to the Patient Services Manager and partners with facility and agency staff to support continuity of care.

QUALIFICATIONS:

•         High school diploma or equivalent required.

•         Active Home Health Aide (HHA) certificate required; must have held an active HHA certificate for at least one year.

•         Experience in home care, assisted living, caregiver scheduling, or cluster care coordination preferred.

•         Experience with patient intake paperwork, caregiver onboarding, electronic visit verification (EVV), or home care management systems preferred.

•         Ability to work onsite at the assigned ALF and manage multiple patient, caregiver, and facility priorities.

•         Strong organizational, problem-solving, customer service, and communication skills.

•         Ability to work collaboratively with patients, families, HHAs, facility staff, clinical staff, and agency leadership.

•         Proficient in Microsoft Office and able to learn agency scheduling and documentation systems.

•         Ability to maintain confidentiality and follow agency procedures for patient and employee information.

EQUIPMENT OPERATION:

Telephone (mobile and landline), computer (PC, Laptop, and Tablet), motor vehicle, copy machine, calculator.

ESSENTIAL DUTIES:

•         Serve as the onsite liaison between Arista Home Care and the ALF, communicating patient service needs, staffing concerns, and operational updates.

•         Complete and coordinate required intake paperwork for each new patient; obtain signatures and supporting documents and submit them promptly to the appropriate agency department.

•         Track missing intake documents, follow up with patients, families, facility staff, and Intake, and escalate outstanding items that may delay services.

•         Coordinate new patient starts with Intake and the clinical team, confirming required approvals, care instructions, and HHA coverage before services begin.

•         Facilitate onboarding of new HHAs assigned to the facility, coordinating with HR to confirm clearance before scheduling independent assignments.

•         Orient new HHAs to facility procedures, agency communication channels, assigned schedules, documentation expectations, and how to obtain patient-specific care instructions.

•         Create and maintain cluster care schedules based on each patient’s authorized services and plan of care, coordinating assignments and coverage throughout the facility.

•         Respond promptly to call-outs, open shifts, and coverage gaps; arrange replacement coverage and escalate unresolved staffing concerns to the Patient Services Manager and building Executive Director when necessary.

•         Maintain accurate patient and HHA rosters; communicate admissions, discharges, hospitalizations, returns, and service changes to the appropriate agency departments.

•         Communicate changes in patient condition, complaints, incidents, and care concerns promptly to the clinical team and management through established channels.

•         Coordinate with nursing and Compliance staff to schedule required aide assessments, competencies, and supervisions and track completion of outstanding items.

•         Maintain timely, accurate records in agency systems and provide requested staffing, intake, and service updates to support back-office monitoring and follow-up.

CUSTOMER SERVICE/INTERPERSONAL SKILLS:

•         Assist and support other employees where needed.

•         Cooperate with patients/families, supervisors, and fellow employees.

•         Maintain a friendly working atmosphere.

•         Maintain a professional attitude.

•         Maintain a professional appearance.

•         Accept constructive criticism as evidenced by appropriate changes in behavior.

•         Utilize established channels of communication.

•         Recognize, accept, and respect people as individuals.

•         Recognize limitations and seek assistance appropriately.

•         Communicate appropriately with all levels of staff.

SPECIALIZED SKILLS AND TECHNICAL COMPETENCIES:

•         Knowledge of ALF cluster care coordination, HHA assignments, schedule maintenance, and coverage planning.

•         Ability to complete patient intake packets and track required signatures and supporting documents.

•         Ability to coordinate HHA onboarding and facility orientation with HR, Onboarding, and clinical staff.

•         Ability to use scheduling and EVV systems, identify discrepancies, and follow established correction procedures.

•         Ability to communicate effectively with patients, families, HHAs, facility staff, clinical teams, and management.

•         Ability to maintain accurate, timely, confidential, and audit-ready patient and employee records.

•         Ability to identify service gaps and operational concerns, take action within the role, and escalate promptly.

•         Ability to prioritize intake, onboarding, and staffing tasks to support timely patient services.

•         Ability to adapt cluster care schedules and coordinate follow-up as patient and facility needs change.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

This job requires the ability to work onsite at an assisted living facility, move throughout the facility, and perform computer, telephone, and paperwork tasks. Duties may involve prolonged sitting, standing, and walking, as well as occasional lifting or carrying of office materials.

WORK ENVIRONMENT:

Onsite at the assigned Assisted Living Facility (ALF), with regular interaction with patients, HHAs, facility personnel, and agency staff.

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