Caregiver Onboarding & Compliance Coordinator

The Caregiver Onboarding & Compliance Coordinator is responsible for supporting the onboarding and ongoing compliance processes for Home Health Aides (HHAs) and Personal Care Aides (PCAs). This position assists in collecting, reviewing, and tracking required onboarding documentation to ensure caregiver files are complete before being submitted to Human Resources for final review and hire.

The Caregiver Onboarding & Compliance Coordinator is responsible for maintaining accurate caregiver records, monitoring compliance requirements, and performing routine audits of personnel information. Duties include following up with caregivers to obtain missing documentation, coordinating with the agency's contracted medical vendor and caregivers to ensure annual medical requirements are completed and submitted timely, entering and maintaining information within the agency's systems, and monitoring ongoing I-9 and work authorization compliance to ensure caregivers remain eligible to work.

QUALIFICATIONS:

•       High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

•       Experience working in a Licensed Home Care Services Agency (LHCSA), Certified Home Health Agency (CHHA), healthcare setting, or human resources environment preferred.

•       Experience maintaining employee records, personnel files, or compliance documentation preferred.

•       Ability to review documents for completeness and identify missing or expired items.

•       Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.

•       Ability to accurately enter, track, and maintain information within electronic databases and agency systems.

•       Ability to effectively follow up with caregivers, vendors, and internal departments regarding outstanding documentation and compliance requirements.

•       Ability to maintain confidentiality and handle sensitive employee information appropriately.

•       Knowledge of I-9 employment eligibility requirements and work authorization documentation preferred.

•       Knowledge of home care personnel requirements, including health assessments, annual medical documentation, HHA/PCA certification requirements, and employee compliance standards preferred.

•       Bilingual ability preferred, consistent with the needs of the patient population.

EQUIPMENT OPERATION:

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

ESSENTIAL DUTIES:

•       Contact applicants and caregivers to obtain missing onboarding documents, medical documentation, work authorization records, and other required information.

•       Track onboarding requirements and maintain onboarding status reports.

•       Ensure all required onboarding documentation is received and organized prior to submission to Human Resources for final review and hire.

•       Monitor caregiver compliance requirements, including annual medical documentation, health assessments, and work authorization requirements.

•       Generate and review compliance reports to identify expired, expiring, missing, or incomplete documentation.

•       Follow up with caregivers regarding outstanding compliance requirements and document all outreach efforts.

•       Coordinate with caregivers and the agency's contracted medical vendor to ensure annual medical documentation is completed and submitted timely to maintain caregiver compliance and eligibility to work.

•       Enter, update, and maintain onboarding, compliance, and personnel information within agency systems and databases.

•       Monitor I-9 documentation and employment eligibility records to ensure ongoing compliance. Track work authorization expiration dates and obtain updated documentation as necessary.

•       Perform routine audits of caregiver files to identify missing, incomplete, expired, or inaccurate documentation.

•       Run monthly reports to identify caregivers who have not worked within established timeframes.

•       Process caregiver inactivations in accordance with agency policies and procedures.

•       Generate reports of caregivers who have not worked within designated timeframes and submit those reports to Human Resources for review and appropriate action.

•       Prepare compliance reports, tracking logs, and other administrative reports as requested.

•       Respond to caregiver inquiries regarding onboarding, personnel file requirements, and compliance-related matters.

•       Assist with survey preparation, audits, and requests for caregiver personnel records.

•       Maintain confidentiality of employee information and records.

•       Perform other duties as assigned.

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:

•       Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.

•       Ability to accurately enter, maintain, and retrieve data from electronic databases, personnel systems, and agency software platforms.

•       Ability to generate, review, and interpret reports related to onboarding, caregiver activity, personnel compliance, and employment eligibility.

•       Familiarity with I-9 Employment Eligibility Verification requirements and work authorization documentation.

•       Familiarity with home care personnel requirements, including Home Health Aide (HHA) and Personal Care Aide (PCA) certification documentation, health assessments, annual medical requirements, and caregiver compliance standards.

•       Ability to track, monitor, and maintain multiple compliance deadlines simultaneously.

•       Strong organizational skills with the ability to prioritize tasks and manage a high volume of documentation.

•       Strong attention to detail and ability to identify missing, incomplete, expired, or inaccurate information.

•       Effective verbal and written communication skills, including the ability to professionally communicate with caregivers, vendors, and internal departments.

•       Ability to perform routine audits and reconcile discrepancies within personnel records.

•       Ability to follow established policies, procedures, and regulatory requirements.

•       Ability to handle confidential employee information with discretion and professionalism.

•       Strong follow-up skills and ability to obtain required documentation within established timeframes.

PHYSICAL DEMANDS:

The physical demands described here are representatives 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 operate a motor vehicle and travel throughout our geographical coverage area, as well as the ability to exert up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently and/or up to 10 pounds of force constantly to move objects.

WORK ENVIRONMENT:

Office, Home office