Home Care Scheduling Coordinator

hcaoa-careers; Annandale (VA); Hybrid; USD 25,000 - 36,000; Full time

Job summary

ComForCare Home Care South Fairfax in Annandale, VA, seeks a Scheduling Coordinator to manage caregiver schedules and client services. You will coordinate with families and office staff, dispatch caregivers, and ensure smooth daily operations on-site with 20% remote flexibility.

The role rewards organization, clear communication, and professionalism, supporting families while growing in home care administration.

Qualifications

• Home Care background with at least 1 year in home care or an admin/office role.
• Experience with scheduling software WellSky, ClearCare or SwyftOps preferred.
• Strong communication skills for professional interactions with families.
• Organized, calm under pressure and detail oriented.
• Proficient with scheduling platforms, MS Office and Google Suite.
• Able to work in the Annandale office Monday through Friday (20% remote possible).
• HIPAA knowledge and commitment to confidentiality.
• Willingness to be on-call as needed.

Responsibilities

• Coordinate and maintain caregiver schedules based on client needs and hours.
• Match caregivers with clients based on availability, location and requirements.
• Communicate schedule changes with caregivers, clients and families.
• Arrange coverage for call-outs, absences and emergencies.
• Monitor attendance, missed shifts and scheduling changes.
• Maintain accurate scheduling records and documentation.
• Follow up with caregivers to ensure shifts are covered.
• Resolve scheduling conflicts promptly and professionally.
• Relay important updates to management.
• Maintain confidentiality and follow company policies.
• Provide excellent customer service to clients, families and caregivers.

Skills

Strong communication skills

Organizational skills

Attention to detail

Technical proficiency

Onsite availability

HIPAA knowledge

On-call availability

Customer service mindset

Tools

WellSky

ClearCare

SwyftOps

Microsoft Office

Google Suite

Job description

About ComForCare Home Care South Fairfax

ComForCare Home Care South Fairfax is a locally run home care agency serving individuals and families throughout Fairfax County. What sets us apart is how personally we approach care; we slow down, listen closely, and match caregivers thoughtfully so clients feel supported, respected, and genuinely known. Our goal is simple: help people stay safely at home while continuing the routines, comforts, and connections that matter most.

Scheduling Coordinator – Role Overview

The Scheduling Coordinator is the steady center of our daily operations. In this role, you’ll manage caregiver schedules, coordinate client services, and keep communication flowing between the office, the field, and the families we support. You’ll work onsite in our Annandale office, ensuring caregivers are matched appropriately and dispatched across our territories.

We’re looking for someone who is organized, calm under pressure, and comfortable working in a role where plans shift throughout the day. If you enjoy structure, take pride in accuracy, and like being the person who keeps everything running smoothly, this role will feel like a great fit.

This position offers the chance to make a meaningful impact. Your work directly shapes the experience clients and caregivers have with us. It’s also a strong stepping‑stone for anyone looking to grow in home care administration or operations.

Required Experience & Skills

• Home Care Background — At least 1 year of experience in home care, either as a caregiver or in an administrative/office role.
• Scheduling Software Knowledge — Experience with WellSky, ClearCare, or SwyftOps is highly preferred.
• Strong Communication Skills — Confident and professional phone presence when speaking with caregivers, clients, and families.
• Organizational Strength — Ability to manage a steady flow of daily changes while staying structured, calm, and organized.
• Attention to Detail — Reliable follow‑through and accuracy in documentation, scheduling, and communication.
• Technical Proficiency — Comfortable using scheduling platforms, Microsoft Office, Google Suite, and other administrative tools.
• Onsite Availability — Able to work in our office Monday through Friday.(ability to work 20% remotely)
• HIPAA Knowledge — Understanding of HIPAA regulations and a strong commitment to confidentiality.
• On‑Call Support — Willingness to perform on‑call coordinator duties as needed.
• Additional Responsibilities — Flexibility to assist with other related tasks that support smooth daily operations.

Responsibilities:

• Coordinate and maintain caregiver schedules based on client needs and authorized service hours.
• Match caregivers with clients based on availability, location, skills, and client requirements.
• Communicate with caregivers, clients, and families regarding schedules and schedule changes.
• Arrange coverage for call-outs, absences, vacations, and emergencies.
• Monitor attendance, missed shifts, and schedule changes.
• Maintain accurate scheduling records and documentation.
• Follow up with caregivers to ensure scheduled shifts are covered.
• Assist with resolving scheduling conflicts promptly and professionally.
• Communicate important client and caregiver updates to management.
• Maintain confidentiality and follow company policies and procedures.
• Provide excellent customer service to clients, families, and caregivers.