Program Scheduler (Full Time Permanent)

Carefor Health & Community Services; Ottawa; On-site; CAD 52,000 - 70,000; Full time

Benefits offered by this job

Competitive wages

HOOPP pension plan

Employee benefits

Job summary

Carefor Health & Community Services in Ottawa is seeking a Program Scheduler to join the Client Services Team. You will develop and facilitate client referrals, coordinate services, and ensure seamless communication across hospitals, staff, and providers to meet scheduling needs.

Qualifications include a high school diploma, 2–3 years scheduling experience, experience with contracted service providers, and bilingual French requirement.

Qualifications

• Minimum high school diploma.
• Minimum 2–3 years scheduling experience.
• Experience scheduling for contracted service providers.
• Experience in accordance with collective agreements and labour standards.
• Proficiency in MS Office programs, including Outlook, faxing software, and database management.
• Office administration or office IT expertise.
• Experience in a clinical environment is an asset.
• Bilingualism (spoken French) is a requirement.

Responsibilities

• Reviews and validates referral documentation for accuracy and completeness, identifies errors or omissions, and ensures timely data entry into client records management system according to procedures and privacy standards.
• Completes tasks to ensure adequate staff is scheduled to meet service requirements, anticipating needs and taking action.
• Handles time sensitive incoming requests for the Going Home Program.
• Acts as support contact to contracted service providers.
• Provides timely information to referrals sources, field staff, service providers, co-workers, Managers, Supervisors and clients to ensure scheduling meets service delivery needs.
• Works with Program Managers to inform them of staff availability for scheduling.
• Responds to and manages employee absences to ensure client visits are assigned.
• Coordinates orientation/training for new staff in all professional program areas.
• Creates and distributes various monthly schedules and master rotations.
• Gathers and prepares program statistics as required - staffing numbers, admissions.
• Contributes to customer-focused service and continuous quality improvement.
• Complies with Occupational Health and Safety legislation and Carefor policies; participates in training as required.

Skills

Scheduling

Bilingual French

Communication

Office administration

Labour standards knowledge

Clinical environment awareness

Office IT skills

Education

High school diploma

Tools

MS Office

Outlook

Fax software

Database management

Job description

Who We Are

Carefor is Eastern Ontario's largest home care and community support services not-for-profit, with over 1,200 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. The founding chapter of the Victorian Order of Nurses, Carefor has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897.

For our staff, we are proud to help them be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule, we're looking out for you and your family. At Carefor, we know our work matters, and we're proud of the impact we have in people's lives.

Overview

Under the direction of the Manager, Community Support Services, the Program Scheduler works as part of the Client Services Team to implement Carefor's approved and prescribed processes to develop and facilitate client referrals and service coordination. This includes managing referrals from hospitals across the Champlain region, identifying required services, and connecting clients with the appropriate community agencies based on their geographic location. The Program Schedulerensures effective communication between hospitals, service providers, internal staff and clients to support a seamless and client-centered delivery of care.

Responsibilities

• Reviews and validates referral documentation for accuracy and completeness, identifies any errors or omissions, and ensures timely and accurate data entry into the client records management system in accordance with organizational procedures and privacy standards
• Completes all required tasks to ensure there is adequate staff scheduled to meet service requirements, which involves anticipating and monitoring needs and initiating appropriate action
• Handles time sensitive incoming requests for the Going Home Program
• Acts as support contact to contracted service providers
• Provides timely information, through the use of communication technology (Client management software, referral software, telephone, fax, e-mail, voice-mail), to referrals sources, field staff, services providers, co-workers, Managers and Supervisors and clients to ensure staff scheduling is meeting service delivery needs
• Works in liaison with Program Managers to ensure they are informed of staff availability for scheduling
• Responds to and manages employee absences to ensure client visits are assigned
• Coordinates orientation/training for new staff in all professional program areas
• Creates and distributes various monthly schedules and master rotations
• Gathers and prepares program statistics as required - staffing numbers, admissions
• Contributes to the principles of customer-focused service and continuous quality improvement
• Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures, and participates in training as required

Qualifications

• Minimum high school diploma
• Minimum 2-3 years scheduling experience
• Minimum 2-3 years scheduling experience in supporting contracted service providers
• Experience scheduling within the confines of collective agreements and labour standards
• Proficiency in MS Office programs, including Outlook, faxing software, and database management
• Must have office administration or office information technology expertise
• Experience in clinical environment is considered an asset
• Bilingualism (spoken French) is a requirement

What We Offer

• Competitive wages
• Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
• Employee Group Benefit Plan
• Paid Orientation
• Paid professional development and training
• Employee Assistance Program

EDI Statement

Carefor values equity, diversity and inclusion in all its forms and recruits qualified individuals at all occupational levels that reflect the diversity of our clients and our community. We are committed to providing inclusive, barrier-free recruitment and selection processes and a work environment that supports our diverse workforce. If you require accommodations at any stage of the recruitment process, please let your recruiter know when contacted. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.