Scheduling Coordinator

Job Overview:

We are looking for a proactive and adaptable Scheduler who is detail-oriented and reliable to join our private home care company. The Scheduler will be responsible for coordinating the care schedules of our clients and caregivers, ensuring that the appropriate care is delivered at the right time. This role requires excellent communication skills, the ability to work under pressure, and a strong sense of organization to ensure high-quality service for both clients and caregivers. The Scheduler will play a key role in ensuring the smooth operation of caregiving services, including being on-call for urgent scheduling changes and going into the field when needed to support operations.

Key Responsibilities:

• Schedule and Coordinate Care Services: Proactively manage and update caregiver schedules, ensuring that all client needs are met based on care plans, caregiver skills, and client preferences.
• On-Call Responsibilities: Be available on-call during evenings, weekends, and holidays (as scheduled) to handle emergency scheduling issues, such as caregiver cancellations, urgent client requests, or changes to shifts.
• Assign and Reassign Caregivers: Match caregivers to clients based on qualifications, skills, location, and specific needs/preferences. Be quick to reassign caregivers when shifts are disrupted or unexpected circumstances arise.
• Field Support: Occasionally go into the field to provide hands-on support, address client concerns, or assist with caregiver assignments if necessary. This may include visiting clients or caregivers in person to ensure proper service delivery.
• Proactive Scheduling Adjustments: Anticipate client and caregiver needs by proactively adjusting schedules to avoid gaps in care, and responding to last-minute changes or emergencies with minimal disruption to service.
• Client and Caregiver Communication: Act as a key point of contact for both caregivers and clients, handling schedule changes/ updates, cancellations, or special requests in a professional and timely manner. Ensure clients are fully informed of any changes.Ensure caregivers receive all relevant information before shifts.
• Monitor Caregiver Attendance: Track time and attendance for all caregivers. Address any issues, such as tardiness or missed shifts, and take appropriate action to resolve these issues swiftly.Keep accurate records of schedules, shift changes, client preferences, mileage and other important documentation. Ensure all files are up to date.
• Resolve Scheduling Conflicts: Tackle scheduling issues or conflicts with creativity and efficiency, finding solutions that meet both caregiver availability and client care needs.Quickly arrange for alternative caregivers in case of emergencies or caregiver absenteeism.
• Documentation and Reporting: Maintain accurate records of caregiver assignments, schedules, shift changes, and other relevant documentation in accordance with company policies and industry regulations.Monitor caregiver attendance, report tardiness or no-shows, and help resolve scheduling conflicts.
• Client-Centered Approach: Stay proactive by monitoring client care needs and anticipating future scheduling requirements. Communicate regularly with clients or family members to ensure satisfaction with care services.
• Customer Service: Provide excellent customer service, addressing concerns or complaints regarding scheduling or caregiver performance.
• Compliance and Safety: Ensure that all scheduling practices comply with legal requirements, industry standards, and internal company policies. Ensure caregiver assignments align with safety protocols.
• Assist in Staff Recruitment: Work with the recruitment team to identify scheduling needs and assist in staffing adjustments based on company demands.
• Assist in Caregiver Orientation: Support the onboarding and orientation of new caregivers by helping to schedule training sessions or field visits as needed.

Qualifications:

• High school diploma or equivalent; further education in healthcare administration or related fields is required.
• Proven experience in a scheduling, administrative, or customer service role; experience in healthcare or home care settings is preferred.
• Strong organizational skills and the ability to prioritize and manage multiple tasks simultaneously.
• Strong problem-solving skills with the ability to think proactively and adjust schedules quickly to meet changing client and caregiver needs.
• Excellent communication skills, both verbal and written.
• Proficient in using scheduling software, Microsoft Office, or other office tools.
• Comfortable with fieldwork, including visiting clients’ homes and providing hands-on support when necessary. Ability to remain calm under pressure and manage unexpected situations or changes in schedule.
• Knowledge of the home care industry and understanding of care plans is a plus.
• Ability to maintain confidentiality and handle sensitive information with professionalism.

Working Conditions:

• Office-Based with Field Support: The role is mainly office-based but requires flexibility to visit client homes or support caregivers in the field when required.
• On-Call Responsibilities: Must be available for on-call duties outside of regular office hours, including evenings, weekends, and holidays as scheduled.
• Fast-Paced Environment: This position requires quick decision-making and the ability to manage a high volume of scheduling requests and adjustments.
• Physical Demands: Ability to visit client locations or attend field-based meetings when necessary.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k) matching
• Paid sick time
• Paid training

Medical Specialty:

• Home Health

Schedule:

• Every weekend
• Holidays
• On call

Application Question(s):

• Do you have Home Care experience
• Experience in a scheduling, administrative, or customer service role

Ability to Commute:

• Buzzards Bay, MA 02532 (Required)

Work Location: In person

Salary : $20 - $23