SallySupport

Role Description We are seeking a highly organized, extremely tech-savvy Executive Assistant / Operations Support Specialist to support the owner and leadership team across both a growing home health business and related business operations. This role will primarily focus on supporting the home health agency with: - Clinical coordination - Scheduling support - Staff communication - Training coordination - Operational tasks Over time, the role will also assist with: - Marketing - CRM management - Social media - AI-related website tasks - Administrative support for multiple businesses This is an ideal role for someone who thrives in fast-paced environments, learns systems quickly, enjoys solving problems, and is highly comfortable working across multiple computer platforms and software tools. Qualifications - Extremely computer savvy and fast at learning new systems - Comfortable managing multiple software platforms simultaneously - Strong English communication skills (written and verbal) - Comfortable speaking with clinicians, patients, and professionals - Highly organized and dependable - Able to multitask and stay calm under pressure - Strong problem-solving skills and attention to detail - Self-motivated and able to work independently once trained - PC compatible setup required (Windows-based computer only) - Dual monitor setup required - Reliable high-speed internet connection Requirements - Experience supporting home health, healthcare, or medical operations - Experience with scheduling, staffing coordination, or clinical support - Experience with CRM systems, social media, or digital marketing - Experience with website management or AI tools is a strong plus - Gaming or advanced computer hobby background is considered a major advantage due to strong system navigation and technical adaptability Company Description

Role Description We are an agency seeking a warm, highly organized, detail-oriented Home Care Operations Virtual Assistant to support scheduling, caregiver communication, client operations, compliance readiness, reporting, and administrative systems. Our scheduling and client services team acts as the operational command center for daily care delivery. The Home Care Operations Virtual Assistant helps keep schedules, caregiver information, documentation, follow-ups, and reports accurate and current so the team can stay proactive instead of reactive. This role requires both operational accuracy and relationship-based communication. The right person must be able to keep systems organized while making caregivers, clients, and families feel heard, respected, reassured, and supported. Core Responsibilities - Scheduling Support & AxisCare Monitoring - Maintain caregiver availability in AxisCare and other tracking tools. - Keep caregiver profiles current, including availability, location, preferred shifts, skills, restrictions, and client compatibility notes. - Assist with identifying possible caregiver matches based on availability, geography, skills, preferences, and client needs. - Monitor daily, next-day, and upcoming schedules for gaps, risks, conflicts, or incomplete information. - Watch AxisCare closely during the day for missed clock-ins, late clock-ins, missed clock-outs, alerts, and other schedule exceptions. - Reach out immediately about missed or late clock-ins according to agency protocol. - Escalate unresolved missed clock-ins, late arrivals, no-shows, or possible client safety concerns immediately. - Help prepare daily and next-day scheduling review lists. - Assist with confirming caregiver shift acceptance when directed by the scheduling team. - Document scheduling-related communications clearly and accurately in AxisCare. - Help reconcile schedules and shift records before payroll and billing review. - Help maximize scheduled and authorized hours by keeping scheduling information organized and visible. - Schedule client/caregiver introductions as needed, coordinating with client care team members who attend introductions in person. - Urgent coverage decisions, sensitive client conversations, and escalated caregiver issues will remain with the internal leadership or scheduling team unless specifically delegated. - Caregiver, Client & Family Communication - Conduct routine caregiver check-ins using approved scripts, templates, and follow-up processes. - Track caregiver satisfaction, availability changes, concerns, and retention risks. - Follow up with caregivers after new client introductions or challenging shifts. - Reminders about documentation, clock-ins, training, availability updates, agency expectations, and upcoming shifts. - Identify caregivers who may need additional support, recognition, coaching, or follow-up from HR, scheduling, or leadership. - Follow up with clients or family members on non-urgent operational items as directed. - Help confirm schedules, caregiver introductions, routine updates, or documentation needs. - Gather information from clients or families and document it accurately. - Provide warm, professional reassurance when clients or families have questions. - Escalate concerns involving care quality, safety, complaints, missed shifts, caregiver issues, burnout, dissatisfaction, or possible resignation risk. - Compliance & Audit-Readiness Support - Update audit-readiness trackers for caregivers and clients. - Flag missing, expired, or incomplete documentation for follow-up. - Maintain client and caregiver lists that could be quickly produced during an audit or survey. - Prepare weekly or monthly compliance exception reports for leadership. - Follow up with internal team members when documentation gaps need correction. - Administrative, Reporting & Operations Support - Prepare daily or weekly task lists for scheduling, HR, client care, or leadership. - Assist with data entry, document organization, system cleanup, and file maintenance. - Track open operational issues until they are resolved. - Assist with phone logs, inquiry tracking, new client start preparation, or caregiver introduction documentation. - Support onboarding workflows for new caregivers as directed by HR or operations. - Help maintain SOPs, templates, scripts, checklists, and internal process documents. - Assist with special projects related to process improvement, scheduling efficiency, caregiver engagement, compliance, or reporting. - Potential Future Marketing Support - Depending on skill set and business needs, the VA may later assist with light marketing and content administration. - Possible responsibilities may include: - Organizing blog drafts, video topics, social media captions, and content calendars. - Repurposing approved blog or video content into social media posts. - Uploading or formatting approved content in WordPress, Canva, YouTube, Google Business Profile, or social platforms. - Assisting with newsletters, video clips, transcripts, captions, and related promotional materials. - All public-facing content must be reviewed and approved by leadership before publishing. Qualifications - Calm and steady under pressure. - Comfortable working in a fast-paced, interruption-heavy environment. - Strong with follow-through, recurring tasks, documentation, and data entry. - Comfortable communicating by phone, text, email, and internal messaging. - Able to follow written processes and ask good questions when something is unclear. - Persistent in follow-up without being pushy or unprofessional. - Honest and transparent about mistakes, delays, or incomplete work. - Able to handle frustrated, worried, or overwhelmed people without becoming defensive or dismissive. - Able to protect confidential client and caregiver information. - Willing to learn home care operations, scheduling logic, caregiver coordination, and compliance requirements. Preferred Experience - Experience supporting a home care agency, healthcare office, staffing company, or scheduling-heavy business. - Experience with AxisCare or another home care scheduling platform. - Experience with caregiver coordination, client services, HR support, recruiting support, or administrative operations. - Experience conducting caregiver, employee, client, or customer check-ins. - Experience maintaining compliance trackers, documentation checklists, or audit-readiness files. - Experience preparing reports, spreadsheets, dashboards, or KPI summaries. - Experience with Canva, WordPress, YouTube, social media scheduling tools, or basic content administration. - Strong written and spoken English. - Experience working as a remote assistant for a U.S.-based business. - Experience handling sensitive, private, or confidential information.

Role Description We are seeking an experienced and highly organized Healthcare Office Administrator to join our team in a full-time capacity. This role is designed to start with structured daytime training (Monday–Friday) alongside our internal team, with the opportunity to transition into evening and/or weekend coverage as our administrative structure evolves. This is an ideal role for someone who thrives in a fast-paced healthcare environment, is adaptable, and enjoys building strong operational knowledge before taking on independent responsibilities. - Provide administrative support to healthcare operations, including scheduling assistance, care task entries, mileage tracking, and general coordination - Manage and update schedules using healthcare platforms, ensuring shift coverage and accurate documentation - Serve as a liaison between caregivers, clients, families, and care managers with clear, professional communication - Deliver high-quality customer service via phone and email, including handling time-sensitive requests - Support data entry and documentation for payroll, invoicing, and reporting - Maintain accurate and compliant healthcare records and documentation - Collaborate with HR, finance, and operations teams by documenting issues and escalating when needed - Assist with general administrative duties such as document management, filing, and system updates - Support ongoing process improvement and operational organization as the role evolves Qualifications - Minimum 2 years of experience in healthcare administration or similar environment - Strong proficiency in Microsoft Office (especially Excel) - Experience with healthcare scheduling platforms or CRM/ERP systems is an asset - Excellent written and verbal communication skills - Strong organizational and time-management abilities - Ability to work independently and adapt to changing priorities - High attention to detail and strong problem-solving mindset - Understanding of healthcare documentation, confidentiality, and professionalism Benefits - A stable, full-time position with growth opportunities - A collaborative and respectful team environment - The opportunity to grow into a key operational support role

Role Description We are seeking a part-time, remote Caregiver Recruiter to own top-of-funnel recruiting across all six of our California offices. This role is responsible for: - Creating and managing caregiver job listings on Indeed. - Screening candidates for experience and the right personal qualities. - Coordinating California onboarding requirements. - Scheduling final interviews and in-person orientations with our local office teams. You’ll report directly to the CEO and work collaboratively with Area Directors across each region. Key Responsibilities - Job Posting & Pipeline Management - Create, post, and actively manage caregiver job listings on Indeed to maintain a consistent applicant pipeline. - Monitor applicant flow across all six offices and prioritize outreach based on regional hiring demand. - Optimize job postings over time based on applicant quality and volume. - Candidate Screening - Conduct initial screening calls or messages to assess candidates’ caregiving experience and work history. - Evaluate candidates for key qualities: a friendly disposition, professional demeanor, English fluency, and a genuine caregiving nature. - Advance qualified candidates through the process and respectfully decline those who are not a fit. - Onboarding Coordination - Verify that candidates are registered as Home Care Aides (HCAs) with the California CDSS registry, or guide them through the registration process if not yet registered. - Collect and confirm required onboarding documentation: TB test results, I-9/employment eligibility verification, driver’s license, and auto insurance (for candidates who will drive). - Track each candidate’s progress through onboarding requirements and proactively follow up to ensure timely completion. - Scheduling & Handoff - Schedule qualified candidates for a final interview / in-person orientation with the local office team. - Ensure a smooth, professional handoff from the recruiting process to the local office. - Systems & Collaboration - Maintain organized records of candidate pipelines, outreach, and onboarding status. - Collaborate with leadership to refine recruiting processes and adapt to shifting hiring demand. Qualifications - Excellent written and verbal English communication skills. - Proven experience in recruitment, preferably in healthcare or home care staffing. - Strong interpersonal skills with the ability to build rapport quickly and assess candidates with empathy and discernment. - Excellent organizational skills and attention to detail. - Ability to work independently, manage multiple priorities, and support recruiting across six office locations simultaneously. - Proficiency with cloud-based tools, email management, and platforms such as Indeed. - Proactive mindset — anticipates needs before they arise and follows through without being asked. - A positive attitude, genuine warmth, and a passion for helping others. Benefits - Make a Difference: Every caregiver you recruit is one more family supported. Your work has a direct, meaningful impact. - Growth Opportunities: As we grow our recruiting function and expand across California, there’s real room for advancement, including eventual management of other team members. - Collaborative Team: You’ll work directly with company leadership and Area Directors who value your contribution and support.

Role Description We are seeking a reliable and tech-savvy Virtual Assistant to support our operations team with scheduling, phone support, EVV corrections, and administrative coordination. This role plays an important part in ensuring smooth communication with clients, supporting our care scheduling operations, and helping maintain accurate records within our systems. The ideal candidate is organized, comfortable speaking with clients over the phone, and able to learn healthcare scheduling and compliance systems. Key Responsibilities - Phone Call Support - Answer inbound phone calls from clients and prospective clients. - Provide information about the services and assist with general inquiries. - Route calls or messages to the appropriate internal team members when needed. - Ensure a professional, friendly, and helpful experience for every caller. - Scheduling Support - Assist with caregiver scheduling using WellSky, the agency’s primary scheduling platform. - Help ensure shifts are properly documented and maintained within the system. - Support the team in coordinating caregiver schedules and responding to scheduling changes. - EVV (Electronic Visit Verification) Corrections - Review visit records in Authenticare, the state EVV system. - Correct claims that are missing activity codes or required visit details. - Ensure visits are properly completed and submitted so they can be billed. - Work within the integration between WellSky and Authenticare to ensure accurate visit documentation. - Utilize WellSky TeamEngage (Zingage) to support staff engagement initiatives, share updates, promote caregiver wellbeing resources, and encourage team participation in engagement activities. - Eligibility Verification - Check client/member eligibility as needed to confirm service coverage and authorization status. - Administrative Support - Assist the client and the team with administrative tasks when call volume and scheduling tasks are light. - Provide general personal assistant support such as organizing information, following up on tasks, or assisting with operational needs. Qualifications - Strong English communication skills (spoken and written) - Comfortable speaking with clients over the phone - Organized and detail-oriented - Tech-savvy and able to learn new systems quickly - Experience with scheduling, administrative work, or customer support preferred - Healthcare or home care experience is preferred Requirements - The Virtual Assistant will work with the following systems: - WellSky – Scheduling platform - Authenticare – State EVV system - Internal call monitoring systems for phone quality assurance Ideal Candidates - Friendly and professional on the phone - Detail-oriented with administrative work - Comfortable managing multiple tasks - Able to work independently in a remote environment - Motivated to support a growing home health team

Role Description We are building an active talent pool for a Virtual Administrative Support – Scheduling & Operations role. You'll ensure smooth daily operations by coordinating scheduling, managing shift coverage, handling high-volume calls, maintaining accurate documentation, and providing HR support. - Manage and coordinate schedules, including handling call-ins - Arrange and support shift coverage, ensuring gaps are addressed promptly - Proactively communicate with team members to maintain adequate coverage - Escalate recurring scheduling or attendance issues as needed - Manage high volumes of calls and messages with professionalism and urgency - Provide clear, timely updates to team members regarding schedule changes - Maintain consistent and effective communication across teams - Accurately document schedule changes, updates, and operational data - Ensure all records are up to date and properly maintained - Maintain attention to detail in all administrative tasks - Respond to internal staff inquiries in a timely manner - Route concerns to the appropriate department when needed - Support day-to-day HR and administrative coordination - Adapt to changing priorities and operational needs - Provide support on additional tasks as required - Demonstrate initiative in assisting the team and maintaining workflow continuity - Adaptability to adjust to a rotational schedule as required Qualifications - Experience in administrative support, scheduling, customer support, or coordination roles - Background in healthcare or home care industry is a plus - Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) - Experience using communication tools such as RingCentral - Familiarity with scheduling platforms or workforce management tools - Strong organizational and multitasking skills in a fast-paced environment - Excellent written and verbal communication skills - High attention to detail and accuracy - Proactive, dependable, and team-oriented