What are the responsibilities and job description for the Home Care Office Assistant position at Enchanted Hearts Home Care?
Benefits:
- Weekly pay via Direct Deposit
- Bonus based on performance
- Competitive salary
🌟 Join the Enchanted Hearts Home Care Team in Indianapolis, Indiana! 🌟
Are you ready to make a meaningful impact in the lives of others? At Enchanted Hearts Home Care, we're dedicated to providing exceptional care and support to those who need it most. Join our compassionate team and start a fulfilling career today!
Schedule:
- 35 hours per week (Part-time); 9am to 4pm (Office Hours); Monday - Friday
Pay Range:
- Competitive rate of $18 (with potential for bonus incentives)
Company Overview:
Enchanted Hearts Home Care is a dedicated provider of home care services, specializing in personalized care that empowers individuals with disabilities to thrive in their own homes and community. We foster a supportive, collaborative work environment where our team members are encouraged to grow professionally and personally. We believe in maintaining a culture that values trust, teamwork, and commitment to both our clients and our staff.
What We Believe In:
- Compassion: We treat everyone with kindness, empathy, and respect.
- Integrity: We operate with honesty and transparency in all interactions.
- Excellence: We are committed to delivering the highest quality of care and service.
- Teamwork: We believe in collaboration and supporting one another to achieve our goals.
- Client-Centered Care: We focus on meeting the unique needs of each client, ensuring their comfort, safety, and well-being.
Role Overview:
As our Office Assistant, you’ll play a pivotal role in keeping our operations running smoothly and our clients and caregivers supported with excellence. You’ll act as the first point of contact for caregivers, clients, and case managers, while also supporting behind-the-scenes scheduling, onboarding, and administrative functions.
As our Office Assistant, you’ll play a pivotal role in keeping our operations running smoothly and our clients and caregivers supported with excellence. You’ll act as the first point of contact for caregivers, clients, and case managers, while also supporting behind-the-scenes scheduling, onboarding, and administrative functions.
When the Care Coordinator is in the field, you’ll confidently ensure nothing falls through the cracks. From handling time-sensitive client enquiries to maintaining accurate care records and coordinating staff schedules, your contribution will directly impact the quality of care we deliver and the reputation we uphold.
This is an opportunity for someone who thrives in a fast-paced, people-centred environment and takes ownership of their work with professionalism and care.
Responsibilities:
-
Front Desk & Office Hub:
- Greet visitors professionally and warmly as the front-desk representative.
- Answer incoming calls from caregivers, clients, and case managers.
- Serve as the primary contact for incoming phone calls from caregivers and client inquiries, independently managing each inquiry from start to finish. Ensure accurate information is provided, appropriate action is taken based on the care type, and all steps are documented properly—without relying on transfers or additional team input once fully trained.
- Assist caregivers with schedule changes, clock-in issues, and updates on client status (e.g., hospitalization).
- Address client service requests, such as changes to care hours or service inquiries.
- Manage and sort incoming mail, delivering relevant items to team members.
- Respond to general enquiries from caregivers, family members, and applicants (e.g. check stubs, hiring process, pay rates).
- Offer flexible support across departments to maintain smooth daily operations.
-
Client Onboarding & Engagement:
- Conduct phone assessments for prospective clients to verify service eligibility.
- Provide information about the services we offer, including Medicaid Waiver programs, private pay, and insurance policies.
- Coordinate with the Care Coordinator to schedule in-home assessments.
- Liaise with case managers to ensure accurate information for new clients.
- Conduct and document 30-day client check-in calls to assess wellbeing, identify health or care changes, and ensure client records and care plans remain accurate and compliant.
- Assist with client and caregiver enquiries, providing additional support to the Care Coordinator.
- Confidently communicate the scope of services offered by Enchanted Hearts Home Care LLC
-
Scheduling & Care Coordination Support
- Coordinate and maintain monthly client schedules in our CareSmartz Office System, ensuring optimal coverage and efficient resource allocation.
- Update client care plans when a change in condition/needs is recognized
- Coordinate with caregivers to ensure appropriate coverage and support.
- Evaluate care services and identify areas for improvement.
- Aid in the in- home training and retention of current caregivers
- Support the Care Coordinator in managing caregiver dynamics and client needs.
- Develop and maintain relationships with both clients and care professionals.
-
Caregiver Communication & Records
- Manage and process background checks after the caregiver's first shift.
- Collect missing timesheets or documentation from caregivers.
- Independently take action on caregiver queries via phone, email, or in-person.
- Update and maintain caregiver documentation (e.g. TB tests, timesheets).
- Understand the roles and responsibilities of caregivers
-
Operations & Administrative Support
- Maintain accurate records for clients and caregivers in our software system.
- Organise and maintain filing systems for efficient operations and compliance.
- Provide ad-hoc admin support to ensure smooth office functionality.
- Step in as needed to support office or community-based operations.
-
Supply & Facility Management
- Monitor and manage office supplies; run errands as required.
- Coordinate vehicle maintenance (oil changes, brakes, cleaning).
- Ensure company vehicles are in working order for staff and client use.
-
Client Onboarding & Engagement
- Respond to caregiver requests for check stubs, timesheets, and employment verification.
- Provide guidance to applicants on job requirements, hiring processes, and pay rates.
- Manage inquiries from family members seeking information about caregiver services, pay rates, and available programs.
Results:
- Efficient Call Management: Ensure all incoming calls are answered within 90% accuracy, reducing escalations and enabling seamless communication across departments.
- Timely Assessments: Complete over-the-phone client assessments promptly, passing them to the Care Coordinator for scheduling in-home visits.
- Caregiver Support: Assist caregivers with scheduling and shift-related questions, ensuring minimal disruption to client care.
- Client Satisfaction: Prospective clients feel well-informed and supported, leading to smooth onboarding and service transitions.
Qualifications:
- Experience: Some experience as a Certified Nursing Assistant (CNA) or in a Home Health setting, demonstrating strong interpersonal skills and an understanding of client care principles. Knowledge of Medicaid Waiver programs and other home care services is a plus.
- Communication: Strong phone etiquette and communication skills. Possesses excellent verbal and written communication skills with a professional and courteous demeanor.
- Organizational & Time Management: Proven ability to manage multiple tasks, prioritize effectively in a dynamic environment, and maintain strong organizational skills with keen attention to detail.
- Technical Skills: Proficiency in office software (Microsoft Office, Google Workspace) and CareSmartz or other scheduling software.
- Emotional intelligence and the ability to remain calm under pressure.
- Reliability and Punctuality: Demonstrates a strong work ethic and the ability to maintain a consistent schedule (Monday to Friday, 9:00 AM to 4:00 PM). Must reside within a commutable distance (approximately 30-minute drive) to our office location.
- Education: High school diploma / GED preferred.
Perks & Benefits:
- Competitive Base Pay Structure: We offer salaries that reflect not only your skills & experience but rather on the specific care needs of our clients. Ensuring fairness, transparency, and sustainability to both you and our clients.
- Employee Appreciation & Recognition: We foster a culture of appreciation, recognizing and celebrating your achievements through various programs
- Weekly Pay via Direct Deposit: Receive consistent and convenient weekly payment via our direct deposit method
- Anniversary Bonus: We value your commitment and celebrate your milestones with us
- Performance Recognition: Your great contributions will be recognized and rewarded through our comprehensive recognition programs
- Incentive Bonus: Maximize your earning potential with our performance-based incentive bonuses, including opportunities for Referrals and Caregiver Excellence (Monthly, Quarterly, and Annually)
- Premium Holiday Pay: Earn time and a half for major holidays worked
- Professional Development: Remote training opportunities and upskilling programs.
This Role Is Perfect for You If You Are
- Passionate about providing excellent customer service and creating a welcoming environment.
- Highly organized, with the ability to manage events, onboarding, and front desk operations smoothly.
- A strong communicator who can build rapport with clients, caregivers, and team members.
- Excited about the opportunity to contribute to a growing home care agency and help enhance its community presence.
Salary : $18
