Lead Scheduling Coordinator

Role Summary:

The Lead Scheduling Coordinator is responsible for overseeing the scheduling team and ensuring the efficient and accurate management of all scheduling functions within the agency. This role involves coordinating scheduling and payroll, training and mentoring team members, and resolving scheduling conflicts to maintain smooth operations. The Lead will also ensure compliance with internal policies and industry regulations while helping the team meet departmental goals.

Role Requirements:

• At least one year of experience scheduling clinical staff.
• Strong leadership skills with the ability to guide and mentor a team.
• Experience with EMRs, Microsoft Office, and scheduling systems.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize, and work in a fast-paced environment.
• Knowledge of scheduling best practices, staffing needs, and time management.
• Ability to independently solve problems and address scheduling conflicts.
• Detail-oriented with a strong understanding of payroll processes and compliance standards.
• Strong organizational and time management skills

Role Responsibilities:

Team Leadership & Development:

• Provide mentorship and support to the scheduling team, ensuring high productivity and quality standards.
• Train new and current team members on scheduling systems, policies, and best practices.
• Foster a positive work environment, ensuring team members are proficient in scheduling processes and systems.

Scheduling & Payroll Management:

• Oversee and maintain accurate staff schedules, ensuring shifts are appropriately filled.
• Coordinate CNA time-off requests, monitor clock-ins/outs, and ensure service codes and visit times are accurately aligned for payroll submission.

Compliance & Quality Control:

• Ensure scheduling activities comply with agency policies, HIPAA regulations, and industry standards.
• Continuously monitor schedules for accuracy and resolve any discrepancies.

Communication & Coordination:

• Serve as the primary point of contact for scheduling-related inquiries, ensuring clear communication with clinicians, office staff, and clients.
• Coordinate with other departments to resolve scheduling conflicts or address urgent client needs. Issue Resolution & Problem-Solving:
• Address and resolve unexpected scheduling challenges, such as staff absences or urgent client needs, ensuring minimal disruption.
• Use problem-solving skills to resolve complex scheduling conflicts and escalate issues when necessary.

Performance Monitoring & Goal Setting:

• Monitor team performance and provide feedback to ensure team goals are met regarding scheduling efficiency and client satisfaction.
• Help set and track departmental goals related to staff utilization, scheduling accuracy, and overall team performance.

Additional Duties:

• Perform other duties as assigned to ensure smooth operations of the scheduling department.