Service Coordinator (Boston)

Summary The ASAP Coordinator provides administrative supervision over their staff of Home Health Aides. The coordinator is responsible for the scheduling and coordination of client visits, maintenance and upkeep of scheduling records and client files, and the accurate and timely communication of scheduling changes between office and field staff; and ASAP Case Managers. Responsible for scheduling Nursing Introduction and Quarterly Supervisory visits, as needed. Participates in field staff recruitment, orientation, performance evaluations and disciplinary actions. He/She reports to the Senior Program Director. Responsibilities: Essential Job Functions: Provides administrative oversight to assigned Home Health Aides, including supervising their schedules and required documentation. Develops and maintains positive relationships with staff, clients and outside Case Managers. Manages the day-to-day business of finding staff to fill cases in order to meet service requirements for Company clients. Maintains high visibility and availability in the office to handle employee questions. Actively analyzes situations and takes actions to improve outcomes. Ensures that staff performance is within Company standards. Completes annual performance appraisals for assigned staff and submits them to the Human Resources Department within four weeks from the date the employee is due for the appraisal. Handles employee complaints and concerns, escalating the most serious issues to the Supervisor or Human Resources Director. Provides recommendations to the Human Resources Department on employee rate increases and possible promotions. Assists the Human Resources Department with disciplinary matters for assigned staff, including providing recommendations for Performance Improvement Plans, verbal/written warnings, and terminations. Participates in the recruitment and orientation process for Home Health Aides. Improves the efficiency and effectiveness of operations. Communicates with clients and client family members to ensure client satisfaction and quality care. Processes all Requests for Services appropriately and fills open cases within 3 business days. Reviews the Pending List and compares with Request for Services to ensure all cases are covered and any additional cases can be filled. Updates logbooks and schedule sheets, as well as making schedule changes. Prepares weekly schedule for field staff and distributes them to staff, timely. Assists in coordinating services provided to clients by field staff. Schedules a Nurse for Introductory Visits for all new personal care or home health aide cases whenever a new client begins these services, or a new employee starts a case. Checks compliance of visits done (on master schedule) after all notes are matched to charges. Brings any problems to the supervisor's attention immediately. Calls ASAP Case Managers to notify them that an agency client has been admitted to the hospital, as well as communicating any changes in the clients schedule or condition. Maintains current client roster with necessary information for use in Emergency Plan. Assists in the Billing process throughout the month to ensure billing is completed on the 15th or each month. Verifies and assures that the time slips for field staff are signed and, in the office, on time. Collects time sheets from field staff and verifies their attendance and hours worked. Responsible for compiling and reporting assigned field staff payroll data to payroll administrators and reporting all problems to the Human Resources Department. Responsible for reporting all incidents that occur with assigned field staff to the Director of Human Resources, including all accidents, injuries, and reports of discrimination or abuse. Works to develop a positive rapport with all staff members and community resources affiliated with home health care services. *In person attendance in the office is an essential job function of this position. Performs other duties as assigned. Nonessential Job Functions Attends case conferences as requested by his/her supervisor. Assists with conducting Client Satisfaction Surveys. Submits recommendations for Employee of the Month and other applicable bonuses to the Human Resources Department. Qualifications: High school diploma or equivalent, required. College Degree, preferred. 2 years experience as a coordinator or other related experience, preferred. Must possess positive, enthusiastic attitude, good people skills, and professional appearance, as well as excellent telephone skills. Ability to work independently without constant supervision. Current computer processing skills with demonstrated ability to learn Patron software. Supervisory experience preferred, but not required. Must demonstrate strong leadership skills. Must possess the ability to multitask. Russian, Spanish or other second language preferred but not required. Working Conditions/Physical Demands: Ability to access all areas of the facility through the workday. Ability to lift up to 50 pounds occasionally, and up to 25 pounds frequently, and up to 15 pounds constantly. Requires constant hand grasp and finger dexterity; frequent sitting, standing, walking, and repetitive movements, occasional bending, reaching forward and overhead; squatting, kneeling. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. Must be able to remain in a stationary position 80% of the time spent in a shift. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, fax machine, and computer printer. Requires clarity of vision at 20 inches or less. Ability to communicate verbally and in writing with an excellent comprehension of the English Language. Work is generally preformed in an indoor, well-lighted, well-ventilated, heated, and air-conditioned environment. Must be able to read 12 point or larger type. Must be able to hear adequately with no more than an amplifier on the phone and to speak in a manner understood by most people.

Created: 2025-09-24