Job Description

Location: Plantation, FL

Reports To: Jr. Vice President of Operations

FLSA Status: Non-Exempt (Hourly)

Position Summary

The Operations Manager plays a critical role in ensuring the seamless functioning of both administrative and operational processes within the home health agency. This position oversees the day-to-day administrative functions of the office operations and is key in maintaining an efficient and organized work environment that supports clinical excellence, regulatory compliance, staff productivity, and patient satisfaction. The Operations Manager will also focus on operational performance monitoring and coordination between administrative and clinical teams.

Key Responsibilities

Operational Monitoring & Reporting

• Run and monitor daily, weekly, and monthly operational reports (e.g., visit completion, staffing, billing readiness, documentation timeliness).
• Perform root cause analysis on identified outliers and develop actionable recommendations.
• Track KPIs and operational metrics to support agency performance goals.

Compliance & Quality Oversight

• Monitor compliance checks and documentation reviews to ensure adherence to federal, state, and accrediting body regulations, ensuring compliance with healthcare regulations, including OSHA and HIPAA, in all office practices.
• Maintain and update patient records in compliance with privacy regulations (HIPAA).
• Work with VP of Operations and Directors of Nursing (DONs) to address any deficiencies promptly.
• Maintain up-to-date knowledge of home health regulations and ensure operational processes align with current standards.

Staffing Coordination & Caseload Management

• Monitor and coordinate with DONs to balance field staff assignments, visit scheduling, and caseload distribution.
• Assist with the anticipation of staffing gaps and in developing coverage plans.
• Support the recruitment process, working with HR, in applicant tracking to mitigate delays in the interview and onboarding process.
• Assist with the onboarding of new staff members and coordinate ongoing training as needed.

Policy & Code of Conduct Adherence

• Ensure all staff follow company policies and established protocols.
• Ensure staff adherence with the organization’s Code of Conduct.
• Implement corrective measures promptly when operational or compliance issues arise.
• Ensure all staff follow company policies and established protocols.

Administration & Leadership

• Oversee daily administrative functions of the agency office to maintain efficient workflows and timely task completion.
• Work with IT on provisioning new user set-up including company email, access to pertinent software, and hardware.
• Manage employee timecards, overseeing and verifying payroll reports for accuracy, and distribute payroll checks.
• Monitor office budgets and manage expenses to stay within financial guidelines.
• Supervise and train administrative staff to ensure productivity and professional development.
• Maintain an organized, safe, and professional work environment that supports clinical operations and enhances patient satisfaction.
• Maintain and implement the emergency management plan when needed in collaboration with the DONs.
• Address all patient concerns and ensure a positive patient experience within the office.

Vendor & Facility Coordination

• Manage relationships with vendors to ensure timely delivery of office supplies and services.
• Oversee equipment maintenance, facility repairs, and general office upkeep.

Perform and additional duties as assigned to meet the ongoing needs of the organization.

Qualifications

Required:

• Bachelor’s degree in Business Administration, Healthcare Management, or related field (or equivalent work experience).
• Minimum of 3–5 years of office or operations management experience, preferably in home health, hospice, or other healthcare setting.
• Strong knowledge of Medicare home health regulations, healthcare administration and insurance processes, and operational best practices.
• Proven ability to analyze reports, identify trends, and implement improvements.
• Excellent organizational, problem-solving, and communication skills.
• Proficiency in EMR systems (e.g., Kinnser, or similar) and Microsoft Office Suite.
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.

Preferred:

• Previous supervisory and/or Office Manager experience in a home health agency in Florida.
• Knowledge of Florida AHCA regulations and CHAP or Joint Commission accreditation standards.

Core Competencies

• Analytical Thinking – Able to interpret data and translate findings into actionable plans.
• Attention to Detail – Ensures accuracy in reporting, compliance checks, and documentation reviews.
• Leadership – Provides clear direction, constructive feedback, and support to administrative staff.
• Collaboration – Works effectively with DONs, clinicians, vendors, and executive leadership.
• Adaptability – Responds quickly to operational challenges and changing priorities.

Physical Requirements

• Manual Dexterity – Ability to use a computer, phone, and other related tools for extended periods.
• Sitting/Standing – Prolonged periods of sitting at a desk and standing and moving around with ease while performing administrative tasks.
• Lifting – Occasional lifting or moving objects and materials (up to 25 lbs), such as office supplies.

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