Home Care Scheduling Coordinator

Homewatch CareGivers of North Dallas; Dallas (TX); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Opportunity for advancement

Paid time off

Training & development

Competitive salary

Job summary

Homewatch CareGivers of North Dallas is seeking a Scheduling Coordinator to match clients with qualified caregivers and maintain essential operational processes.

The ideal candidate will manage client and caregiver schedules, review plans of care, and ensure shifts are covered in advance while maintaining high service standards. Strong communication and organizational skills are required, along with proficiency in scheduling software.

Qualifications

• Able to use and learn scheduling software.
• Word, Excel, and other applications experience.
• Thorough knowledge of the caregiver’s responsibilities.
• Excellent interpersonal and communication skills – oral, conversational, telephone and written.
• Read and understand plans of care for clients and staff with right skill set.
• Think fast and adapt to decisions quickly.
• Organize large amounts of information and act appropriately.

Responsibilities

• Communicate with caregivers and management as needed.
• Answer office calls and assist callers with information.
• Match client schedules to caregivers based on skills and personality.
• Keep schedules current; ensure shifts are covered 3 weeks out.
• Handle intake calls and record travel time in schedules.
• Record and review daily journals in client and caregiver files.
• Review and approve timesheets daily for payroll.
• Maintain timely caregiver communication for assignments.
• Manage caregiver overtime to maintain profitability.
• Enter data into Care+ systems and update journals.
• Participate in new hire orientation.
• Coordinate with recruiter on caregiver openings.
• Know criteria for caregiver selection for coverage.
• Support office staff and back-up general duties.
• Participate in on-call duties as Manager on Duty.
• Answer phone, text, and email.
• Report weekly metrics like overtime and missed shifts.
• Attend weekly staff meetings.
• Perform other duties to maintain operations.

Skills

Scheduling software

Excel

Word

Caregiver roles

Interpersonal skills

Communication

Care plan literacy

Education

High school diploma or equivalent

Tools

Care+ Systems

Job description

Benefits

• Opportunity for advancement
• Paid time off
• Training & development
• Competitive salary

Nature of the Job

The Scheduling Coordinator is responsible for the matching and scheduling caregivers with clients and maintenance of key operational processes

Scope of position

Reports to the CEO

Knowledge and Skills Required

• Able to use and learn scheduling software.
• Software experience with Word, Excel, and other applications.
• Thorough knowledge of the caregiver’s responsibilities.
• Excellent interpersonal and communication skills – oral, conversational, telephone and written.
• Able to read and understand plans of care for each of their clients and assure we are staffing with right skill set.
• Ability to think fast and be flexible in thinking outside of the box to make decisions quickly.
• Able to organize large amounts of information and take appropriate action.

Knowledge and Skills Preferred

• Able to provide knowledgeable input on policy decisions.
• Proven experience in scheduling for a home care or similar business.
• Minimum of 1 year experience as a scheduler in a home care of similar business.
• Strong attention to detail in making sure all facets of the scheduling process and communication is followed through
• Able to assess caregiver’s skills, personalities, and interests sufficiently to provide input on good client/caregiver matches.
• Able to display creativity through brainstorming in emergency situations. Handle situations with minimal assistance.
• Working knowledge of licensing standards for home and community support services, and other appropriate codes and regulations as required.
• Demonstrate professionalism and responsiveness with prospective clients and others who may communicate with the agency.
• Excellent customer service skills, written and verbal, especially on the phone.

Major Responsibilities

• Communicate effectively with caregivers, as well as the CEO, Care Manager, Training Coordinator, Recruiter and other management personnel as appropriate.
• Assist with answering office phone assisting callers with agency information, caregiver questions, client inquiries, scheduling evaluations, and performing the necessary follow up with callers.
• Matching client schedules with compatible caregivers – Shifts covered with previous caregivers that have worked on the cases first. Client/Caregiver match is always paramount in both skill levels and personality traits.
• Assuring that the schedule is current and up to date at any given time – all shifts are covered at least 3 weeks out. All open schedules, cancellations, new schedules, and schedule changes are covered prior to leaving the office each day without exception.
• Process in-take calls as they happen.
• Enter all travel time in to schedules for caregivers.
• Recording daily journals in client and caregiver files to update daily communication.
• Review daily journals.
• Review and approve all timesheets daily to encourage proper caregiver adherence as well as ease of payroll prep.
• Ensure immediate communication with caregivers is timely for new assignments & existing schedules.
• Maintain caregiver overtime by adjusting schedules as needed.
• Maintain consistency with client/caregiver profitability of 55% or higher
• Coach caregivers for improved performance. Transition to Care Manager for all formal disciplinary action.
• Input caregiver/client information into Care + systems – In addition, record journal entries regarding changes. Documentation needs to be appropriate, timely, accurate and complete for all interactions with caregivers & clients.
• Participate in the new hire orientation process.
• Coordinate w/recruiter on specific caregiver needs for vacancies/open shifts.
• Know the criteria specified for a caregiver, since the position may require filling in for the caregiver under some circumstances.
• Support and assist other office staff as needed.
• Provide back-up for general office duties as needed.
• Participate in on call responsibilities – Manager on Duty.
• Answering the phone, text, and email.
• Responsible for improving or maintaining the following metrics, and reporting on them weekly: Caregiver overtime hours, missed shifts report, etc.
• Attend weekly staff meetings.
• Any other duty requested to maintain the operations of the business.

Physical Qualifications

• Able to work an average of 40+ hours per week
• Able to bend, climb, stoop and stand an average of 5 hours per day
• Able to lift 20-30 pounds
• Able to use tools necessary for the job
• Able to communicate effectively