Scheduler

ENGYJ; Pagosa Springs (CO); On-site; USD 42,000 - 52,000; Full time

Job summary

ENGYJ in Pagosa Springs, CO seeks a Scheduler to coordinate client and caregiver shifts, ensuring coverage and timely communication with Care Managers, clients, and office staff.

The Scheduler partners with Care Managers and HR, handles onboarding and PTO updates, maintains caregiver availability, and supports HIPAA compliance while delivering exceptional customer service.

Qualifications

• Experience coordinating and scheduling client and caregiver shifts.
• Strong communication with care managers, clients, and staff.
• Knowledge of HIPAA and confidentiality procedures.

Responsibilities

• Build and maintain client schedules with Care Managers.
• Establish caregiver work schedules with Education Coordinator.
• Ensure shifts are covered end of day and weekends.
• Communicate schedule changes to caregivers via email, text, and phone.
• Respond to client concerns and escalate as needed.
• Attend scheduler and staff meetings as scheduled.

Job description

POSITION PURPOSE: The Scheduler is responsible for the efficient scheduling and coordination of all client and caregiver shifts. This position is instrumental in fostering successful relationships between the Agency and the field staff (caregivers). This includes excellent communication with Care Managers, Clients, Caregivers, and office staff. The Scheduler reports directly to the Care Director.

General Duties and Responsibilities:

1. 1. Work with the Care Managers to build and maintain all Client schedules for their designated areas.
2. 2. Work with the Education Coordinator to establish an appropriate work schedule for new caregivers.
3. 3. Assure that all shifts are covered at the end of each day and the weekends in their areas.
4. 4. Work as a team to assure open shifts are covered before leaving.
5. 5. Communicate with On Call Managers when leaving for the day and each morning. Be on time for morning turnover of phones.
6. 6. Follow up on alerts in your area immediately.
7. 7. Answer the telephone in a professional manner and warmly greet the visitors in our office
8. 8. Exhibit Show Stopping Customer Experience!
9. 9. Encourage Caregivers in your area with a call, text, email or note.
10. 10. Independently respond to and resolve any clients’ concerns regarding their schedules or related subjects. Strive to make excellent customer service part of a regular routine.
11. 11. Field potential lead inquiries, scheduling assessments with Care Managers, entering and communicating lead information. Follow-up with lead inquiries as appropriate.
12. 12. Maintain availability schedules for all Caregivers.
13. 13. Communicate with the Directors, Care Managers, HR and admins all caregiver and client issues that need to be addressed.
14. 14. Communicate with Caregivers through email, text and phone to keep Caregivers aware schedule changes.
15. 15. Develop rapport and build trust with Caregivers by recognizing both their professional needs and their need for a work/life balance. Communicate appreciation for good job performance and regularly share this information with the office team.
16. 16. Schedule and update Care Managers with Introductions for new caregivers and clients.
17. 17. Update PTO for caregivers in your area and follow protocol.
18. 18. Email new client information to Caregivers when they start a new client and inform Care Manager
19. 19. Maintain Excellent, kind, respectful communication with all staff members.
20. 20. Send mass messages – snowy day, etc. as needed.
21. 21. Miscellaneous clerical projects as directed.
22. 22. Stagger lunches so as to cover scheduling calls during our business hours.
23. 23. Attend Bi-monthly Scheduler meetings and weekly staff meetings as scheduled.
24. 24. Make quarterly goals and work towards meeting them.
25. 25. Maintain professional relationships with clients and employees; assure clients’ and employees’ confidentiality. Adhere to HIPAA regulations.