HomeCare Operations Manager

HomeCare Operations Manager Clover

LLC - 3.5

Indianapolis, IN Job Details Full-time $72,000 - $82,000 a year 1 day ago Benefits Paid holidays 401(k) Paid time off Qualifications Medicare Managing healthcare operations budgets Service scheduling Staff scheduling Team scheduling Administrative experience Medicaid health insurance CMS regulatory compliance Driver's License Bachelor's degree Medicare regulations Clinical information systems Healthcare practice operations management Profit & Loss statement Healthcare financial management Medicaid regulations Medicaid Budget management in healthcare Home healthcare regulations Staffing management Full Job Description Company Overview Clover Senior Care and Home Health Care specializes in-home medical and non-medical care, dedicated to enhancing the quality of life for seniors and individuals requiring specialized health support. Our team is committed to providing compassionate, professional, and comprehensive home health care tailored to each patient's needs. Position Summary The HomeCare Operations Manager owns the day-to-day operations of the homecare office and is accountable for the performance of the business. The Scheduler, Recruiter, and Office Administrator report directly to this role, along with Client Care Coordinators, Home Health Aides, CNAs, and Caregivers in the field. The HomeCare Operations Manager runs the office, sets the standard for service excellence and compliance, partners closely with the Business Development team to grow the agency, and has direct involvement in the financial performance of the business — including the P&L and balance sheet. This is a hands-on operational leadership role responsible for both how the office runs day to day and how the business performs over time. Office Team Structure & Direct Reports The following positions report directly to the HomeCare Operations Manager. The HomeCare Operations Manager is responsible for their day-to-day direction, performance, development, scheduling, and corrective action: Scheduler - Builds and maintains caregiver schedules, manages shift coverage, and resolves day-of staffing changes. Recruiter - Sources, screens, and onboards qualified caregivers; maintains the candidate pipeline to meet staffing demand. Office Administrator - Supports office operations, documentation, compliance filing, and general administrative workflow. On-Call Representative - Manages after-hours calls from clients, families, and caregivers; coordinates urgent staffing changes and escalations outside of standard business hours. Client Care Coordinator - Manages new client inquiries and intake paperwork, verifies eligibility and benefits, coordinates the hand-off to scheduling and clinical staff, and serves as an ongoing point of coordination for clients and families. Home Health Aides, CNAs, and Caregivers - Field-based staff who deliver direct client care under the HomeCare Operations Manager's leadership. Key Responsibilities Day-to-Day Operations & Office Leadership Own the day-to-day operations of the homecare office, ensuring the agency runs smoothly, efficiently, and in compliance with all regulatory and company standards. Provide daily direction, prioritization, and supervision for the office team (Scheduler, Recruiter, Office Administrator, and Client Care Coordinators), all of whom report directly to this role. Lead daily and weekly office huddles to align the team on staffing, intakes, escalations, financial targets, and key operational priorities. Establish clear performance expectations, individual goals, and standard operating procedures for each office role. Make day-to-day operational decisions on staffing, scheduling, client coverage, and resource allocation; escalate to senior leadership only when warranted. Partner with the Scheduler to ensure optimal caregiver-client matching, continuity of care, and resolution of coverage gaps. Partner with the Recruiter to forecast staffing needs, set hiring targets, and maintain a healthy caregiver pipeline aligned to business growth. Partner with the Client Care Coordinators to ensure new clients are onboarded promptly, accurately, and with a high-quality service experience. Partner with the Office Administrator to maintain organized records, audit-ready files, and efficient office operations. Clinical & Care Operations Oversee delivery of personal care and companion care services. Oversee new client intakes in partnership with the Client Care Coordinators, including initial assessments and development of individualized care plans in collaboration with clinical staff and families. Ensure care plans are reviewed and updated regularly to reflect changes in client needs and authorized benefits. Manage client authorized benefits to ensure maximum hour utilization and alignment with payer-approved service levels. Manage eligibility issues for Medicaid members, coordinating with payers and internal teams to resolve authorization and coverage concerns on time. Monitor client outcomes and implement corrective action plans when care quality falls below standards. Oversee in-home supervisory visits and quality assurance checks conducted by the Client Care Coordinators on a regular basis. Oversee the on-call program, ensuring adequate after-hours coverage and timely response to urgent client and staff needs. Staff Management & Development Manage all aspects of homecare recruiting in partnership with the Recruiter, including sourcing strategy, interviewing, and final selection of qualified caregivers and coordinators. Oversee new hire orientation to ensure office staff and caregivers are properly credentialed, trained, and prepared before client assignment. Oversee staff scheduling, staffing ratios, and caregiver-client matching — working through the Scheduler — to ensure continuity and quality of care. Serve as the primary escalation point for office staff and caregiver concerns, workplace conflicts, and urgent staffing issues. Lead disciplinary conversations and corrective action processes in a fair, consistent, and well-documented manner for both office and field staff. Identify performance and competency gaps and facilitate re-trainings to ensure ongoing compliance and care quality. Conduct regular performance reviews for direct reports, providing constructive feedback and setting clear development goals. Provide ongoing coaching, mentoring, and professional development opportunities to build a high-performing office and field team. Compliance & Regulatory Maintain compliance with federal, state, and local homecare regulations (CMS, OSHA, HIPAA, and state licensure requirements). Ensure accurate and timely documentation of all care activities, incidents, and client records — working with the Office Administrator to maintain audit-ready files. Lead preparation for agency audits, surveys, and accreditation reviews. Track and report key performance and compliance metrics to senior leadership. Client & Family Relations Serve as the primary point of escalation for client and family concerns, resolving issues with empathy and urgency. Build and maintain strong relationships with clients, families, referral sources, hospital discharge planners, and community organizations. Proactively communicate with clients and families regarding changes in care, staffing, or authorized services. Business Development Partnership Work closely with the Business Development lead as the operational counterpart — translating new referrals, contracts, and growth initiatives into staffing, scheduling, and service-delivery plans the office can execute. Meet regularly with Business Development to review the referral pipeline, conversion rates, capacity, and service-area opportunities. Support community outreach, referral relationship cultivation, hospital and discharge-planner engagement, and participation in marketing efforts. Ensure intake, scheduling, and care delivery keep pace with business growth so that new referrals are onboarded quickly and existing relationships are protected. Provide field-level insight (caregiver availability, payer mix, geographic capacity) to inform Business Development strategy and target markets. Financial Management & P&L Ownership Share accountability for the financial performance of the homecare business, with direct involvement in the P&L and balance sheet. Manage the operating budget — including labor costs, overtime, recruiting spend, and office operational expenses — and explain variances to senior leadership. Monitor revenue, gross margin, contribution margin, and key operating ratios; identify and act on opportunities to improve profitability. Oversee hour utilization, authorization capture, and billable-to-non-billable ratios to maximize revenue against authorized benefits. Partner with billing and finance to ensure accurate, timely claims submission, minimize denials, and support healthy accounts receivable and days-sales-outstanding (DSO). Review balance sheet items relevant to operations — including AR aging, prepaid items, and accruals tied to staffing and payroll — and work with finance to resolve issues. Participate in financial forecasting, monthly business reviews, and annual budgeting for the homecare line of business. Analyze utilization, staffing, and financial data together to identify trends, gaps, and opportunities to improve both service delivery and financial performance.

Requirements:

Bachelor's degree in Healthcare Administration, Nursing, Social Work, or a related field (Master's preferred). Minimum 5 years of experience in homecare, home health, or a related healthcare management role, including direct supervision of office and/or administrative staff. Current RN licensure preferred; may consider non-clinical candidates with strong homecare management experience. Experience leading a multi-function office team (e.g., scheduling, recruiting, intake, and administrative support) with direct reports. Demonstrated financial acumen — prior responsibility for a P&L, operating budget, or comparable financial accountability. Thorough knowledge of state and federal homecare regulations and billing practices (Medicaid, Medicare, private pay). Proven track record of managing multi-disciplinary teams in a fast-paced, field-based environment. Strong proficiency in electronic visit verification (EVV) systems and EMR/homecare software. Valid driver's license, reliable transportation, vehicle insurance, and vehicle registration In-person CPR certification via American Red Cross or Heart Association (•can be provided on-site if needed, at cost) TB test within the past 12 months (•can be provided on-site if needed, at cost) Preferred Qualifications Certified Home Care & Hospice Executive (CHCE) or similar credential. Experience with Joint Commission or CHAP accreditation processes. Prior experience directly managing schedulers, recruiters, and intake personnel in a homecare or home health setting. Core Competencies Compassionate leadership with a client-centered care philosophy. Exceptional organizational skills and ability to manage competing priorities across multiple direct reports. Strong interpersonal, conflict resolution, and staff coaching skills. Analytical mindset with ability to interpret operational, clinical, financial, and utilization data — and translate it into action. Business and financial acumen — comfort with P&L, budgeting, and operating metrics. Cultural competency and sensitivity when working with diverse populations.

Compensation:

$72K - $82K base salary

Benefits:

Paid time off and paid holidays 401-K eligibility after one year Professional development and continuing education support Working Conditions This role is based onsite in the homecare office, where the HomeCare Operations Manager leads the daily operations of the office team. Minimal travel within the service area may be required for in-home client visits, supervisory checks, and community engagement. The position operates primarily during standard business hours with on-call responsibilities during off-hours as needed. Some exposure to client home environments is expected. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Pay:

$72,000.00 - $82,000.00 per year Application Question(s): How many years of experience do you have with homecare regulations and billing practices (Medicaid, Medicare, and private pay)?

Education:

Bachelor's (Required)

Experience:

Home care, home health, or related healthcare management : 5 years (Required) direct people management: 5 years (Required)

Work Location:

In person