Home Care Virtual Assistant/Bookkeeper

Role overview

This is a long-term remote position supporting a California-based home care agency from a home office in Kansas. Working under the direction of the administrators, the consultant will provide a mix of bookkeeping, administrative, scheduling, and customer service support. The role is central to daily operations, helping keep financial records accurate while also making sure caregiver coverage remains uninterrupted and urgent issues are handled quickly.

The position serves as a main contact for caregivers and clients. Because of the nature of the work, some duties may fall outside standard business hours, including evenings, weekends, and holidays.

Core responsibilities

• Handle bookkeeping support as a primary function.
• Answer calls promptly and professionally from caregivers, clients, and new leads.
• Speak with prospective clients and arrange care consultation appointments.
• Take on-call responsibility for after-hours issues, using sound judgment and conflict resolution when dealing with call-outs, no-shows, and last-minute schedule changes.
• Coordinate caregiver schedules so client shifts are covered and clock-in/clock-out times are recorded correctly.
• Work with team members to escalate issues and resolve them quickly.
• Record non-urgent concerns and route critical matters according to agency procedures.
• Support caregiver recruitment by posting roles, screening candidates, arranging interviews, and assisting with onboarding.
• Enter and maintain data in software systems and databases.
• Keep records accurate, current, and well organized.

Additional duties

• Build schedules by matching caregiver skills and availability with client care plans when needed.
• Communicate new assignments and schedule updates to caregivers and clients in a timely and accurate manner.
• Maintain logs of hours worked, assignments handled, calls received, and actions taken during on-call periods.
• Suggest process improvements and serve as a problem-solving resource for the business.
• Take on other related tasks assigned by management to support agency operations.

Requirements

• Strong spoken English and confident phone communication skills.
• Prior bookkeeping experience, ideally using QuickBooks.
• Background in home care or healthcare scheduling.
• Hands-on experience with WellSky, ClearCare, AxisCare, or comparable platforms.
• Ability to remain composed, professional, and solution-oriented under pressure.
• Comfort discussing services with new clients and guiding conversations effectively.
• Strong organization skills with close attention to detail.
• Capability to manage several tasks efficiently in a fast-moving environment.
• Good time management and the ability to work independently when required.
• Reliable tools and workspace, including a stable internet connection, computer, phone line, and a quiet environment.

Application note

Applicants were asked to include the reference code “VABK-CKLA” in the subject line for consideration.