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Operations Coordinator
Operations CoordinatorAnimo HomeCare • Englewood, CO, US
Operations Coordinator

Operations Coordinator

Animo HomeCare • Englewood, CO, US
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Job Description

Job Description

Salary : $52- $72,000 DOE

Operations Coordinator

Reports to : Director of Operations or CEO

Location : Centennial (Hybrid)

DESCRIPTION

Owns the end-to-end flow from caregiver scheduling through EVV reconciliation to clean claims and on-time payroll. Ensure visits are staffed and verified, prevent denials, reduce DSO, and pay caregivers accurately, while protecting Personal Health Information (PHI) and always maintaining audit-ready documentation.

QUALIFICATIONS : REQUIRED

  • 2+ years in home care / HCBS / healthcare ops with hands-on scheduling and either payroll or Medicaid billing; EVV experience.
  • Proficiency with an EVV / scheduling platform and a payroll system; comfortable with MMIS / clearinghouse workflows.
  • Strong Excel / Sheets skills (lookups, pivots, reconciliations); rigorous documentation hygiene.
  • Clear, calm communication with caregivers, clients / guardians, CMAs, and internal teams.

PREFERRED

  • Colorado Medicaid HCBS / IHSS / PASA experience; Spanish bilingual.
  • Certifications : CPB / CPC / medical billing, or payroll credentials.
  • Exposure to denial management, appeals, and payer audits.

    • CORE COMPETENCIES & RESPONSIBILITIES

  • Operational Rigor : Follows checklists, hits SLAs, anticipates issues.
  • Problem Solving : Resolves exceptions quickly; escalate with context and options.
  • Confidentiality & Ethics : Handles PHI and payroll data appropriately.
  • Team Collaboration : Works cross-functionally; gives concise status updates.
  • Client & Caregiver Focus : Communicates schedule changes proactively and respectfully.

    • ABILITIES

  • Prioritize under competing deadlines; context-switch smoothly across scheduling, EVV, payroll, and billing.
  • Maintain high accuracy and control variance, spot anomalies quickly and act decisively.
  • Think cross-functionally (schedule EVV payroll billing) to prevent downstream issues.
  • Troubleshoot systematically; identify root causes for denials / EVV exceptions and prevent recurrences.
  • Communicate clearly with caregivers, clients / guardians, CMAs, and internal teams; escalate concisely.
  • Protect confidentiality and exercise judgment with PHI and payroll data.
  • Apply process discipline : follow SOPs, use checklists, keep audit-ready records.

    • Payroll Processing (Weekly)

  • Export approved EVV time; validate differentials (night / weekend), mileage, reimbursements, bonuses, PTO.
  • Run preview and perform three-way variance check (EVV vs. schedule vs. payroll totals; 0.5% threshold).
  • Obtain dual approval (Coordinator + Ops / HR Director) prior to submission; archive all reports and approvals.
  • Communicate pay statement availability and handle off-cycle corrections only with approval.

    • Billing, Claims, & Accounts Receivable (Weekly)

  • Validate authorizations and documentation; generate and submit Medicaid claims via MMIS / clearinghouse and private-pay invoices.
  • Review acceptance / denial reports; correct and resubmit denials within 5 business days.
  • Post remittances, reconcile to AR / GL, and maintain weekly aging (030 / 3160 / 6190 / 90+).
  • Escalate payer underpayments / recoupments with clear documentation.

    • Client Onboarding Scheduling / Billing Readiness

  • Create client records; upload authorizations / service codes; configure rate tables and billing routes.
  • Build initial schedule templates aligned to preferences; educate clients / guardians on EVV expectations.
  • Monitor the first weeks visits for EVV success and satisfaction.

    • Caregiver Onboarding Scheduling / Payroll Readiness

  • Confirm HR completion (I-9, background, credentials, IHSS / PASA trainings).
  • Provision access to EVV / scheduling; enter availability / travel radius; schedule first shifts.
  • Verify first 3 visits record correctly; remediate issues immediately.

    • Reporting, Communication & Cross-Functional Interfaces

  • Publish daily coverage status and EVV exceptions; weekly utilization by client; pay-week summaries; monthly AR / DSO and denial trends.
  • Communicate changes to care plans, credentials, or authorizations to impacted parties (HR, supervisors / nursing, finance, CMAs).
  • Participate in stand-ups (daily), ops huddles (weekly), and finance check-ins (weekly).

    • SKILLS

  • Capacity planning & schedule design; manage call-offs / backfills and overtime exposure.
  • EVV exception resolution end-to-end (review, correct, document, lock for export).
  • Revenue cycle execution : clean-claim submission, denial / appeal workflows, cash posting, AR upkeep.
  • Payroll operations : import / validate time, handle differentials / mileage / reimbursements, variance checks, approvals.
  • Reconciliation across systems (EVV payroll billing) and quick variance triage.
  • Reporting & analysis in Sheets / Excel (lookups, pivots, simple dashboards) to surface trends and risks.
  • Onboarding workflows : configure clients (authorizations / rates / routes) and caregivers (access, availability, first-shift readiness).
  • Change management : log schedule / auth changes with rationale; communicate impacts.

    • KNOWLEDGE

  • Colorado HCBS / IHSS / PASA : service codes, PARs / authorizations, utilization rules, documentation standards. Use of TEBRA
  • EVV frameworks : visit capture requirements, reason codes, geofence / location variance, audit trails.
  • Medical billing lifecycle : 837 / 835 / 277, claim edits, denial codes, remits, write-offs, DSO concepts.
  • Payroll & labor : FLSA / wage-hour, overtime rules, differentials, reimbursements, garnishments, PTO accruals.
  • Data hygiene & security : HIPAA / PHI, minimum-necessary access, MFA, role-based permissions, record retention.
  • Accounting touchpoints : AR aging, reconciliations, batch control totals, variance analysis.
  • Software ecosystem : EVV / scheduling (e.g., AxisCare or equivalent), Medicaid / MMIS portals & clearinghouses, payroll systems (e.g., QuickBooks), Google Workspace / Excel, BambooHR

    • OTHER DUTIES : As assigned and requested by Agency Manager AND / OR Human Resources Director AND / OR Director of Operations

    WORK CONDITIONS & SCHEDULE

  • Core hours 8 : 005 : 00 MT; occasional after-hours coverage for urgent schedule needs (rotational on-call).
  • Primarily office / computer work; periodic travel within the Denver metro for meetings / training (

    • COMMITMENT TO SERVICE :

  • Ability to build authentic relationships with racial, socio-economic, and gender diverse communities of disabled people, and their families.
  • An understanding of the concepts of institutional and structural racism and bias; and a genuine commitment to equity and inclusion
  • An ability to effectively work with people from diverse backgrounds, including age, race, ethnicity, gender identity, and lived experiences.
  • Enthusiastic and positive attitude about changing systems and community perspectives.

    • COMPENSATION & BENEFITS

  • Salary Range : $52,000 $72,000 annually (DOE; credentials may justify midmax offers)
  • ANIMO offers benefits that are effective on the first day of the month following 30 days of employment. These benefits include the following :

    • Monthly Medical Plan Cost Reimbursement

  • Colorado Secure Savings Retirement Plan
  • Unlimited PTO
  • Paid Holidays

    • This job description outlines the roles general nature and key responsibilities; duties may evolve with program requirements. ANIMO is an Equal Opportunity Employer.

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