Healthcare Virtual Assistant

We're Hiring: Healthcare Virtual Assistant (AxisCare & Indeed Experience)

Location: Remote

Employment Type: Full-Time

Industry: Healthcare | Adult Day Care | Home Care

About the Role

We are looking for a highly organized, proactive, and detail-oriented Healthcare Virtual Assistant with hands-on experience using AxisCare and Indeed to support our growing Adult Day Care and Home Care operations.

The ideal candidate has a strong understanding of healthcare administrative processes, caregiver recruitment, scheduling, client coordination, and day-to-day home care operations. This individual will play an important role in ensuring smooth business operations by managing administrative tasks, supporting caregiver staffing, maintaining accurate client records, and assisting with recruitment and billing preparation.

We are looking for someone who can work independently, communicate professionally, handle confidential information, and take ownership of assigned responsibilities.

Key Responsibilities

1. AxisCare Management & Caregiver Scheduling

• Manage daily caregiver schedules within AxisCare, ensuring shifts are properly assigned based on caregiver qualifications, availability, authorized hours, travel distance, and client preferences.
• Monitor open shifts and coordinate with caregivers to ensure all client visits are covered.
• Handle caregiver call-outs by finding suitable replacements and communicating schedule changes to clients, families, and caregivers.
• Monitor late and missed clock-ins through Electronic Visit Verification (EVV) and follow up on exceptions.
• Maintain accurate client profiles, service information, authorized hours, and care plan documentation.
• Track caregiver credentials, including CPR certification, TB tests, background checks, licenses, and other required documents.
• Assist with billing preparation by reviewing visit records, signatures, completed tasks, and service hours.
• Assist with payroll preparation by reconciling scheduled hours, clocked hours, overtime, mileage, and discrepancies.

2. Recruitment & Indeed Management

• Manage job postings and recruitment activities through Indeed.
• Create, update, and optimize job advertisements for CNA, PCA, HHA, caregivers, and other healthcare-related positions.
• Review incoming applications, screen candidates, and identify qualified applicants.
• Conduct initial candidate screening through phone calls, email, or messaging.
• Schedule interviews and coordinate communication between applicants and management.
• Follow up with candidates regarding interview schedules, requirements, and hiring decisions.
• Maintain an organized recruitment tracker and applicant database.
• Assist with onboarding, including collecting employment documents, verifying credentials, and coordinating orientation.
• Maintain an active pipeline of qualified caregivers to support staffing needs.

3. Adult Day Care Administrative Support

• Assist with daily administrative operations of the Adult Day Care Center.
• Manage participant inquiries, referrals, and initial intake documentation.
• Maintain accurate participant records, attendance logs, and service documentation.
• Coordinate schedules, appointments, activities, and transportation arrangements.
• Assist with tracking daily attendance, meal requirements, and other participant needs.
• Communicate professionally with families, caregivers, and healthcare partners.
• Support documentation and administrative requirements related to Adult Day Care operations.

4. Home Care Administrative Support

• Assist with client intake, onboarding, and service coordination.
• Maintain updated client information, care plans, and caregiver assignments.
• Coordinate caregiver-client matching based on client needs and caregiver qualifications.
• Monitor service schedules and ensure continuity of care.
• Follow up with clients and families regarding scheduling, service concerns, and administrative requests.
• Assist with maintaining accurate service records and documentation.