HR, Recruiting, Scheduling & Payroll Coordinator for Home Health Agency

ABOUT THE ROLE We are seeking a detail-oriented, remote-based HR, Scheduling & Payroll Coordinator to manage the full employee lifecycle, nursing/caregiver scheduling, and payroll processing for a home health agency's back-office team of 30-50 virtual employees, based both in the US and overseas. This role requires strong command of Medicaid skilled-hours limits, US labor and payroll compliance, PHI data security across a distributed team, and payroll accuracy, alongside recruiting and HR administration. Note: This coordinator role itself is remote and can be filled by a domestic or international candidate. It manages scheduling/HR/payroll for the agency's 30-50 in-field nursing and caregiving staff, who provide in-person care and remain local to their clients. KEY RESPONSIBILITIES Recruiting & Onboarding - Source, screen, and interview candidates for RN, LPN, HHA/CNA, and clinical support roles - Manage job postings, referral pipelines, and applicant tracking - Conduct background checks, reference checks, and license/credential verification - Coordinate new hire onboarding, orientation, and required compliance training - Track time-to-fill and staffing pipeline health Nursing & Caregiver Scheduling - Build and maintain daily/weekly schedules for 30-50 nursing and caregiving staff - Match clinical skill level and certifications to individual client care plans - Monitor and enforce skilled nursing Medicaid authorized-hours limits per client, ensuring visits/shifts never exceed approved units or hours - Track authorization periods and flag renewals before hours lapse or run out - Manage call-offs, shift swaps, and last-minute coverage without breaching authorized hours - Maintain EVV accuracy in CareBravo for Medicaid billing compliance - Reconcile scheduled vs. billed hours against authorizations regularly using CareBravo and Connecteam Payroll - Process payroll for domestic staff through Homebase and international contractors through Deel - Reconcile scheduled/worked hours (via CareBravo EVV and Connecteam) against payroll submissions - Manage overtime calculations, PTO accrual/usage, and shift differentials - Ensure payroll tax withholding, garnishments, and benefits deductions are accurate (Homebase for domestic; Deel handles international tax compliance) - Coordinate with accounting/finance on payroll reporting and labor cost tracking - Maintain payroll records per state and federal recordkeeping requirements Compliance - Maintain caregiver credentials: CPR/BLS, TB tests, background checks, driver's license/auto insurance, nursing licenses (RN/LPN), HHA/CNA certifications - Ensure compliance with state home health licensure and Medicare/Medicaid Conditions of Participation - Understand and apply state Medicaid skilled-nursing hour caps and prior authorization rules - Ensure EVV compliance under the 21st Century Cures Act - Monitor FLSA wage & hour rules, overtime rules, and worker's comp requirements - Support state surveys and accreditation audits (ACHC/CHAP/Joint Commission) - Maintain personnel and payroll files in audit-ready condition HR Administration - Process employee status changes, leave requests, and benefits administration - Address employee relations issues and escalate as needed - Maintain required HR compliance postings and employee acknowledgments - Support performance reviews and disciplinary documentation Remote Work Requirements - Reliable high-speed internet, private/secure workspace, and HIPAA-appropriate device security (encrypted hard drive, password-protected, no shared/public devices) - Availability aligned to US business hours (specify time zone, e.g., ET/CT) for real-time coordination with field staff and clients - Comfortable working across a distributed, multi-time-zone team (US-based and international) - Compliance with all agency data security policies for remote access to PHI (VPN, MFA, no local storage of client data, secure file-sharing tools only) TECH STACK - Nursing / EVV: CareBravo - Team Communication & Scheduling Support: Connecteam - CRM: Patheown - Domestic HR/Payroll (US): Homebase - International Payroll/EOR: Deel PAYROLL & WORKER CLASSIFICATION (DOMESTIC VS. INTERNATIONAL) - US-based staff: processed as W-2 employees or US-based 1099 contractors through Homebase - International staff: engaged as independent contractors and paid through Deel, which handles local labor law and tax compliance - Maintain accurate time tracking across time zones for both employee types, reconciled against CareBravo EVV data - Coordinate currency conversion and international payment timing via Deel where applicable QUALIFICATIONS - 2+ years experience in HR, scheduling, and/or payroll in a home health, skilled nursing, or healthcare setting (required) - Working knowledge of Medicaid skilled-nursing authorization/hours limits and how to schedule within them - Experience with (or ability to quickly learn) our tech stack: CareBravo (nursing/EVV), Connecteam (scheduling/comms), Patheown (CRM), Homebase (domestic payroll), Deel (international payroll) - Strong understanding of home health regulatory compliance (state licensure, Medicare COPs, EVV mandate) - High attention to detail; comfortable reconciling hours across scheduling, EVV, and payroll systems - Excellent organizational and communication skills PREFERRED - Familiarity with your state's specific Medicaid home health / skilled nursing hour-cap and prior authorization process - Experience supporting state survey or accreditation audits