Operations Coordinator

1 day ago

Bacoor, Calabarzon, Philippines beBeeoperations Full time $80,000 - $100,000

Job Title: Operations Lead/Intake Specialist

Description

This role is a vital part of our team, responsible for managing day-to-day logistics and serving as a communication hub between clients, caregivers, and office staff.

The Operations Lead/Intake Specialist will be the operational nerve center of client-caregiver coordination, owning the scheduling matrix and ensuring optimal match based on skill, location, and availability.

This position requires strong organizational and time management skills under shifting priorities, with excellent written and spoken English communication skills.

In this role, you will monitor incoming care requests, coordinate responses within SLAs, maintain scheduling software, communicate proactively with caregivers and clients, and coordinate with care managers and back office for incident reporting and staff follow-ups.

Key Responsibilities:
  • Real-time caregiver-client scheduling to ensure optimal match based on skill, location, and availability
  • Monitor incoming care requests and coordinate responses within Service Level Agreements (SLAs)
  • Maintain scheduling software with updated client/caregiver details
  • Communicate proactively with caregivers and clients to confirm schedules, address changes, and manage coverage gaps
  • Coordinate with care managers and back office for incident reporting and staff follow-ups
  • Flag inconsistencies or no-shows, manage schedule adjustments on the fly
  • Identify gaps in caregiver coverage and work cross-functionally to resolve
  • Generate reports on staffing coverage, fulfillment rates, and productivity
  • Support operational workflows such as timesheet collection, payroll prep, and follow-ups if capacity allows
Immediate Tasks (Week 1):
  • Complete system training on internal scheduling tools and Standard Operating Procedures (SOPs)
  • Shadow outgoing schedulers or care managers to understand our process
  • Start observing live scheduling adjustments and client/caregiver communication patterns
  • Begin drafting and confirming schedules under supervision
  • Review and understand caregiver/client preference profiles and recurring care needs
  • Align with operational lead on additional duties (e.g. RCM-lite tasks, timesheet checks)
Requirements:
  • 5+ years of experience in home health / healthcare scheduling or patient coordination
  • Proficiency in scheduling platforms like ClearCare, AlayaCare, AxisCare, or equivalent
  • Excellent written and spoken English (neutral accent)
  • Strong organizational and time management skills under shifting priorities
  • HIPAA-compliant behavior and familiarity with U.S. healthcare data protocols
  • Experience working PST hours
Benefits:
  • Remote work option
  • Generous PTO
  • DIRECT MENTORSHIP
  • LEARNING & DEVELOPMENT
  • GLOBAL NETWORKING
  • WORK-LIFE BALANCE
We're looking for someone who:
  • Exposure to revenue cycle operations or timesheet/payroll processing
  • Background in home care agency operations
  • Familiarity with VoIP and patient intake systems (e.g. OpenPhone, Klara, RingCentral)

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