Operations Coordinator
3 days ago
Englewood
Job DescriptionSalary: $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., • Colorado Medicaid HCBS/IHSS/PASA experience; Spanish bilingual., • Certifications: CPB/CPC/medical billing, or payroll credentials., • 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., • 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., • 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., • 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+)., • 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., • Confirm HR completion (I-9, background, credentials, IHSS/PASA trainings)., • Provision access to EVV/scheduling; enter availability/travel radius; schedule first shifts., • 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)., • 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)., • 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. WORK CONDITIONS & SCHEDULE • Core hours 8:005:00 MT; occasional after-hours coverage for urgent schedule needs (rotational on-call)., • 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., • 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.