Onboarding Administrator

Onboarding Administrator / Case Manager (Traditional & PDS)

MUST-READ (role reality): This Case Manager role includes heavy caregiver onboarding for PDS (participant is the employer of record). Expect a lot of paperwork, scanning, precise file-naming, tracker upkeep, background/registry assignments, and deadline management—on top of core case management duties.

Employer: 2nd Home Adult Day Health Care, LLC

Location: we are hiring for three (3) positions at this time.

1. Lexington, KY area

2. Louisville, KY area

3. Northern, KY area

Job Type: Full-time or Part-time

Why this role exists

We provide Conflict-Free Case Management for Kentucky HCB Waiver participants across Traditional and Participant-Directed Services (PDS). In PDS, you coordinate end-to-end caregiver onboarding for the participant (employer of record) while delivering high-quality case management.

What you'll do

#1 Case management (core)

• Lead person-centered planning; coordinate PCSP development/updates and team meetings with representatives/providers.
• Maintain required contact cadence (monthly) and residence-visit frequency; document timely and accurately.
• Ensure participant safety, route incidents appropriately, uphold confidentiality/HIPAA, and keep files audit-ready.
• Self-audit your caseload for completeness and accuracy; fix gaps quickly.

#2 PDS caregiver onboarding & administration (high-volume)

2.1 Own the caregiver onboarding pipeline for PDS participants:

• Assign/track required background & registry checks (e.g., KARES submission/results, criminal/out-of-state when indicated, sex-offender checks for all disclosed names/aliases, OIG exclusions) per Company policy.
• Collect and verify all forms, screenings, and acknowledgments; nothing missing before first shift.
• Scan, name, and file documents to exact Company standards (templates + folder structure in shared systems/Dropbox).
• Maintain live status trackers (onboarding progress, expirations/recerts); follow up relentlessly and close loops.

2.2 Serve as the admin hub for caregiver questions; keep inboxes/spreadsheets clean and current; escalate issues promptly.

2.3 Partner with HR/Compliance/Leadership and external stakeholders to remove obstacles and hit start dates.

#3 Quality, data, communication

• Hit documentation/visit deadlines; keep error rates low and first-pass quality high.
• Use Company systems daily (Microsoft 365, Outlook/Teams, Excel/Word; shared drives/Dropbox; state/shared portals).
• Contribute to QA reviews and process improvements when something isn't working.

What great looks like (sample outcomes):

• 100% of required caregiver packets complete and filed before first shift.
• On-time monthly contacts & required residence visits.
• ≤2% file returns/rejections.
• Trackers always current.

Minimum qualifications (mirror of current KY guidance)

Qualifications are aligned with 907 KAR 7:005 and 907 KAR 7:010, with flexibilities reflected per the Department's Waiver Update. Candidates must meet one of the following:

• A registered nurse or a licensed practical nurse; or
• Have a bachelor's degree in social work, human services, or a related field; or
• Have a bachelor's degree in any field not closely related and two years of human services experience; or
• Have an associate degree in behavioral science, social science, or a closely related field and two years of human services-related experience; or
• Have three years of human services-related experience.

Relevant fields of study may include Rehabilitation, Nursing, Counseling, Education, Gerontology, Human Services, and/or Sociology.

Relevant experience may include experience as a case manager or in a related human-services field, CNA/CMA/CHHA/PCA experience, paid professional experience with aging and/or disability populations or programs (case manager, rehabilitation specialist, health specialist, social services coordinator), assessment and care-planning with clients, direct work with persons with disabilities or mental illness, assisting individuals/groups experiencing economic disadvantage, employment challenges, abuse/neglect, substance abuse, aging, disabilities, inadequate housing, or work in prevention, health, cultural competencies.

Must-have skills

• Organization & follow-through: checklist-driven, deadline-reliable, detail-obsessed.
• Document control: fast scanning, precise file-naming, clean routing.
• Spreadsheet comfort: maintain trackers in Excel (filters/sorts/basic formulas).
• Clear, professional communication with participants/representatives; sound judgment and timely escalation.

Nice to have

• Prior onboarding/staffing coordination or high-volume admin experience
• Experience with community-based aging/disability services or waiver programs
• Multilingual/Bilingual (helpful, not required)

Onboarding requirements & renewals (post-hire)

These are completed after hire per Company policy and role category (timelines provided during onboarding):

• Department-approved waiver/case-management training and competency topics (e.g., abuse/neglect/exploitation reporting, professional boundaries, person-centered practices).
• DAIL exam (≥80%) within onboarding, per policy.
• CPR/BLS & First Aid (entity requirements vary by role category); renewals per policy.
• TB screening/testing per policy.
• Background/registry checks and drug screen.

Travel & working conditions

• Mix of office, field, participant homes, and provider settings; regular in-state travel.
• Must maintain reliable transportation, valid driver's license, and required auto insurance when duties include travel.

Equal Opportunity: 2nd Home is an Equal Opportunity Employer. Employment is at-will.

Job Types: Full-time, Part-time

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Work Location: Hybrid remote in Lexington, KY 40503