The Scheduling Coordinator is responsible for coordinating, updating, and maintaining daily client schedules by pairing qualified Home Care Aides (HCAs) with clients according to their Care Plans. Working closely with Care Management, HR, and Administration, this role ensures seamless service coverage, prompt resolution of shift call-offs, and high-quality communication with both clients and caregivers.
Responsibilities
Scheduling & Shift Coordination
o Maintain real-time, accurate schedule updates in the agency database.
o Match and assign qualified HCAs to clients based on client Care Plans, geographic location, and HCA availability.
o Proactively schedule client shifts as far in advance as possible to ensure consistency of care.
o Promptly handle HCA shift call-offs, re-staff open shifts, and communicate updates immediately to impacted clients and families.
o Coordinate specialty service requests, such as client transportation, with qualified HCAs.
Timekeeping & Payroll Support
o Audit HCA timesheets daily for missed clock-ins/outs and work with staff to resolve discrepancies.
o Apply appropriate differential or temporary pay rate tags according to company policy.
o Collaborate with the Billing & Payroll Specialist to ensure accurate end-of-period payroll processing and client billing.
Client & Caregiver Relations
o Serve as a primary remote point of contact for schedule-related questions, feedback, and concerns from families and HCAs.
o Log client complaints or service changes into the database and escalate high-priority issues to Care Management per company protocol.
o Participate in regular quality assurance check-ins with clients to ensure satisfaction with assigned HCAs.
Administrative & Team Support
o Attend weekly operational meetings to align on upcoming client needs and staffing availability.
o Maintain accurate HCA availability records to streamline quick coverage for emergency call-offs.
o Perform other administrative duties as assigned to support business operations.
Perform other duties as assigned.
Position Requirements
Qualifications & Experience
o Experience: Minimum of 2 years in healthcare scheduling, home care staffing, or related healthcare administrative roles.
o Schedule & Reliability: Ability to consistently work standard business hours PST (Monday–Friday) with zero after-hours/weekend on-call obligations. High reliability and punctuality are required.
Remote Setup & HIPAA Compliance
o Work Environment: A private, quiet home office free from background noise to conduct professional calls and maintain strict HIPAA compliance when handling sensitive client and caregiver information.
o Technology Setup: High-speed, reliable internet connection capable of supporting cloud tools and internet-based phone systems.
Software & Technical Skills
o Administrative Tools: Knowledge of and proficiency in Google Workspace (Gmail, Docs, Sheets, Drive).
o Scheduling Systems: Familiarity with home care scheduling platforms (e.g., AxisCare, WellSky, ClearCare, or similar EHR/CRM tools), with a demonstrated ability to quickly learn new software.
Communication & Core Competencies
o Communication: Excellent verbal and written English skills with exceptional phone etiquette and an empathetic demeanor when speaking with clients, families, and team members.
o Documentation & Detail: Strong organizational skills with a commitment to accurate, clear, and real-time documentation of client and staff interactions.
o Interpersonal Skills: Proven ability to build and maintain collaborative, trusting relationships with remote colleagues and field staff.
o Confidentiality: Uncompromising dedication to preserving the privacy and confidentiality of client and employee records.
Sueldo: $24,000.00 - $30,000.00 al mes
Experiencia:
- coordinación de agenda o atención médica: 2 años (Deseable)
Idioma:
Lugar de trabajo: Empleo remoto
