Bi-Iingual Scheduling Coordinator

Companions and Homemakers; Town of Farmington (WI); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

401k

Medical, Vision & Dental Insurance

PTO

Floating Holidays

Job summary

HouseWorks LLC seeks a Scheduling Coordinator in Wisconsin to be the primary contact for clients and caregivers. You will schedule caregivers, supervise regionally, and ensure quality care aligned with the company’s mission.

The role emphasizes timely staffing, workload balance, and compassionate service. Responsibilities include coordinating referrals, managing schedules to minimize overtime, documenting in the EMR, and collaborating with care managers.

Qualifications

• Minimum 1 year in homecare or healthcare scheduling.
• Strong written and oral communications are essential.
• Experience working with EMR and patient/caregiver data.
• Ability to coordinate with diverse teams and personalities.
• Bilingual Spanish is a plus.

Responsibilities

• Prioritize and assign client schedules; complete tasks timely.
• Oversee coordination of new client referrals for staffing.
• Coordinate caregiver schedules to ensure consistency and budget adherence.
• Investigate and resolve client scheduling complaints with supervision.
• Document interactions in the EMR; keep information up to date.
• Coordinate with state care managers on client care changes.
• Support recruitment, hiring and orientation as needed.
• Communicate scheduling needs to operational leaders and recruiting.
• Handle all phone interactions professionally.
• Demonstrate problem-solving, judgment, and mission alignment.

Skills

Strong communication

EMR proficiency

Scheduling experience

Team leadership

Bilingual (Spanish) optional

Tools

EMR software

Spreadsheet tools

Job description

Job Summary: As a Scheduling Coordinator, you will be the primary first point of contact for clients and caregivers in your region. You will be responsible for the timely scheduling of caregivers to meet the scheduled needs and care of clients. You will also be responsible to supervise caregivers for your region, ensuring they are upholding the company’s mission and providing quality care to clients.

Responsibilities:

• Prioritize your assignment of open client schedules and complete work assigned by supervisor timely.
• Directly manage and oversee the coordination of new client referrals to ensure timely staffing. Ensures operational leaders are kept informed on all activities impacting admission.
• Ensure caregiver schedules are coordinated to promote consistency for clients, minimize overtime, limit incentives, and put cost controls in place to ensure client needs are met within budget.
• Receive, investigate, and resolve client complaints related to scheduling and clients’ care needs. Work with a supervisor to resolve considerable complaints of a more serious nature.
• Ensure all caregivers receive progressive disciplinary action for non-clinical performance issues as necessary with the direction of your supervisor.
• Act as an advocate for caregiver who have experienced any type of concerns such as payroll issues, concerns with a client, etc.
• Concisely document interactions and changes with clients and caregivers in the EMR. Constantly keep the information in the EMR as up to date as possible.
• Work with state care managers when applicable to update on changes in client care needs and to resolve care issues or concerns.
• Communicate recruiting needs to operational leaders and the recruiting department. Participate in recruitment, hiring and orientation activities as needed.
• Collect service agreements and non-medical forms from clients/contacts as assigned by supervisor.
• Handle all phone interactions with internal and external callers efficiently and courteously.
• Demonstrate proper judgment, problem-solving and planning skills, commitment to the Company’s mission, self-sufficiency and initiative, compassion and respect for the elderly, and the ability to internalize constructive criticism properly
• Other duties may be assigned as business needs change.

Job Requirements:

• Minimum of 1 year in the homecare or healthcare industry preferred.
• Minimum of 1 year handling scheduling for clients preferred.
• Strong written and oral communications
• Ability to work with a wide range of personalities in a diverse environment.
• Strong computer skills, including ability to operate in an EMR, send/receive email communications and review/analyze spreadsheet data.
• Strong coaching and interpersonal skills, with the ability to build trust and establish and maintain effective working relationships. Must be a team-player. Must have ability to motivate and develop field staff.
• Ability to handle confidential documents and sensitive information professionally.
• Ability to work effectively in a fast-paced work setting using technology-based programs and platforms.
• Experience serving as a mediator and recommending and applying interventions to resolve employee disagreements, conflicts or misunderstandings.
• Skilled at investigating and resolving employee/client relations issues including gathering and analyzing documentation and recommending potential solutions.
• Ability to handle multiple projects, changing priorities and frequent heavy workloads which may require work outside of normal business hours.
• Must have exemplary organizational and time management skills.
• Bilingual in Spanish speaking is a plus.

Work Environment and Physical Demands:

• Supportive management and team-oriented office environment
• Work in office 4 days/week, Work from home 1 day/week
• Positive organizational culture
• Sitting, standing and walking short distances
• Hand-eye coordination for typing
• Sufficient speech and hearing acuity

Benefits:

• 401k
• Medical, Vision & Dental Insurance
• PTO, Sick Time, Floating Holidays

HouseWorks, LLC and its Family of Companies is an Equal Opportunity Employer. We do not discriminate against race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability or genetic information.