Part-Time Home Care Scheduler & Office Coordinator

BECK N CALL HOMECARE LLC; Norwalk (CT); On-site; USD 25,000 - 33,000; Part time

Job summary

Beck N Call Homecare in Shelton, CT seeks a Part-Time Home Care Office Coordinator to manage caregiver schedules, onboarding, client intake, payroll processes, and referral relationships, ensuring seamless home care services for clients.

The ideal candidate is organized, calm under pressure, and able to coordinate with clients, families, case managers, and caregivers using Sandata and ADP payroll tools. Flexible scheduling and a proactive approach are valued.

Qualifications

• Previous experience in home care, healthcare staffing, scheduling, customer service, office coordination, or healthcare administration is strongly preferred.
• Experience working with caregivers, home health aides, personal care assistants, CNAs, or similar healthcare staff is a plus.
• Experience with Sandata or another Electronic Visit Verification/scheduling system is preferred.
• Experience with ADP payroll is preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to handle multiple priorities and frequent schedule changes.
• Strong problem-solving skills and the ability to make decisions quickly when urgent staffing situations arise.
• Comfortable making and receiving a high volume of phone calls and text communications.
• Ability to communicate professionally with clients, families, caregivers, case managers, and referral partners.
• Strong attention to detail, especially when handling schedules, payroll, client information, and caregiver documentation.
• Comfortable using computers, email, scheduling software, spreadsheets, and office systems.
• Dependable, responsive, professional, and able to maintain confidentiality.
• Ability to work independently while also communicating closely with management.

Responsibilities

• Coordinate caregiver schedules and ensure all client shifts are properly staffed.
• Quickly find caregiver coverage for last-minute call-outs, emergencies, schedule changes, and open shifts.
• Staff newly admitted clients in a timely manner by matching caregivers based on availability, location, experience, client needs, and preferences.
• Complete and coordinate the onboarding process for new clients.
• Assist with caregiver onboarding, including collecting required documentation and ensuring onboarding requirements are completed before caregivers begin working.
• Enter, confirm, review, and maintain client and caregiver schedules in Sandata.
• Update Sandata schedules throughout the day as changes, cancellations, replacements, or new shifts occur.
• Monitor schedules to identify uncovered shifts, missed visits, late arrivals, scheduling conflicts, or other concerns requiring immediate attention.
• Communicate regularly with clients, families, caregivers, case managers, and office leadership regarding schedule changes and service needs.
• Respond professionally and promptly to client or caregiver concerns and work toward appropriate solutions.
• Follow up with clients to ensure services are running smoothly and address any service-related concerns.
• Maintain accurate client and caregiver records, notes, contact information, schedules, and documentation.
• Assist with reviewing caregiver timekeeping and Electronic Visit Verification information before payroll processing.
• Run and assist with payroll processing through ADP, including reviewing hours for accuracy and resolving discrepancies before submission.
• Communicate with caregivers regarding missing punches, incorrect hours, scheduling questions, or payroll-related issues.
• Conduct outreach to case workers, case managers, social workers, discharge planners, referral partners, and community organizations to develop relationships and generate new client referrals.
• Follow up on prospective client referrals and help move referrals through the intake and onboarding process.
• Coordinate communication between referral sources, clients, caregivers, and management during new client admissions.
• Help maintain caregiver availability and identify caregivers who are available for additional hours or new assignments.
• Assist with caregiver recruitment efforts when additional staffing is needed.
• Maintain confidentiality of client, caregiver, payroll, and company information and follow HIPAA and agency privacy requirements.
• Track expiring caregiver documents and communicate with caregivers when updated documentation is needed.
• Document client complaints, incidents, caregiver concerns, and scheduling issues, and escalate as needed.
• Participate in office administrative duties, phone calls, follow-ups, data entry, filing, and other operational tasks as needed.
• Support the management team with improving scheduling, caregiver retention, client satisfaction, and overall office operations.

Skills

Organizational skills

Time management

Verbal and written communication

Multitasking

Problem solving

Independent worker

Calm under pressure

Customer service

Tools

Sandata

ADP payroll

Job description

Beck N Call Homecare in Shelton, CT seeks a Part-Time Home Care Office Coordinator to manage caregiver schedules, onboarding, client intake, payroll processes, and referral relationships, ensuring seamless home care services for clients.

The ideal candidate is organized, calm under pressure, and able to coordinate with clients, families, case managers, and caregivers using Sandata and ADP payroll tools. Flexible scheduling and a proactive approach are valued.