Scheduling and Staffing Specialist

The Independence Center; Colorado Springs (CO); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

On-call stipend

Job summary

The Independence Center in Colorado Springs seeks a Home Health Scheduling and Staffing Specialist to coordinate caregivers, manage schedules, and support client care. This in-office role includes an on-call rotation every 4–6 weeks, with a $225 weekly stipend and occasional after-hours responsibilities.

Responsibilities include payroll support, EMR documentation, caregiver onboarding, and ensuring HIPAA compliance and high-quality care.

Qualifications

• Demonstrates The IC’s core values of Adaptability, Collaboration, Inclusion, Integrity and Person First.
• Commitment to co-creating a culture that fosters diversity, equity, accessibility, and inclusion.
• Extraordinary customer service skills.
• Effective communication skills.
• Self-motivated, persistent, and flexible.
• Strong organizational skills and detail oriented.
• Ability to handle multiple priorities as well as deadlines.
• Takes responsibility for high-quality work.
• Capacity to work individually and as a member of a team in a team-oriented, inclusive environment.
• Possess decision-making and problem-solving skills.
• The capacity to empower individuals to advocate for themselves to maximize independence.
• Ability to maintain a high level of confidentiality and work within the confines of HIPAA regulations.
• Proficiency with computers, including MS Windows, MS Office (Word, Excel, PowerPoint, Outlook, Teams), Zoom and other common computer programs.

Responsibilities

• Assists with Visits Scheduled Not Made (VSNM), including pulling daily reports, following up with caregivers, and documenting caregiver communications.
• Provides necessary support in partnership with the HH Scheduler ensuring schedules are maintained and on-call policy adherence.
• Assist with the payroll process, including daily data validation and QA of caregiver visits.
• Document critical patient care notes in EMR on the day of service.
• Assist with initial caregiver onboarding and EMR/caregiver issue resolution.
• Maintain open dialogue with Caregivers and ensure excellent customer service across channels.
• Provide direct caregiving field support as needed and participate in on-call rotation every 4-6 weeks.
• Assist with Caregiver compliance for program and regulatory standards.
• Comply with HIPAA, IC policies, and standards; participate in quality improvement activities.
• Maintain certifications and training per Colorado regulations including CPR and CEUs.
• Participate in required program/IC meetings.

Skills

Caregiver coordination

Scheduling

On-call support

Communication

Customer service

Documentation

Data entry

Problem solving

Education

High school diploma

2 years Direct Care Worker experience

CPR certification

Some college

Staff scheduling experience

Experience with disabilities

Tools

EMR software

MS Office

Zoom

MS Windows

Job description

Description

The Home Health (HH) Scheduling and Staffing Specialist supports seamless operations through administrative coordination, caregiver training, scheduling, and direct client support. This role is responsible for caregiver coordination, schedule management, backup caregiver orientation, and maintaining quality care standards. It plays a key role in ensuring efficient team operations and exceptional client service. This position also participates in a staff on-call rotation, with an additional $225 weekly stipend.

This is a Monday–Friday, in-office position with occasional on-call direct care responsibilities outside standard business hours, including evenings, nights, and weekends.

Essential Responsibilities

• Assists with Visits Scheduled Not Made (VSNM), including pulling daily reports, following up with caregivers, and documenting caregiver communications.
• Provides necessary support in partnership with the HH Scheduler ensuring schedules are maintained and exemplary management of the on-call phone in accordance with the Scheduler On-Call Policy.
• Assist with the payroll process, including managing administrative activities, performing daily data validation, running actual vs. scheduled visits, and caregiver quality assurance as necessary.
• Professionally and timely document critical patient care notes and relevant data using Electronic Medical Record (EMR) software on the day of service.
• Assist with initial caregiver onboarding by providing training to new hires on our internal Electronic Medical Record (EMR) program and be proactive with EMR or caregiver technical issues resolution.
• Keep an intentionally open and proactive dialogue with Caregivers while ensuring extraordinary customer service is provided through all means of communication to include email, phone and text.
• Provide direct caregiving field support to clients by performing Personal Care, Health Maintenance and Homemaker Services as needed and as part of a mandatory on-call rotation every 4-6 weeks.These hours could be outside of standard business hours and include nights and weekends.
• Assist with Caregiver compliance for program and regulatory standards including proper, timely and factual documenting and recording.
• Comply with all applicable HIPPA privacy, state and federal rules and regulations, The IC policies and procedures, and community and professional standards.
• Participate in The IC's ongoing quality improvement activities.
• Maintain all Direct Care Worker certifications, vaccinations and training as required by the Colorado Department of Healthcare Policy and Finance (HCPF) including CPR certification, annual influenza vaccination & Continuing Education Units (CEUs).
• Participate and engage in any required program, committee or IC meetings with or in place of leadership.
• This position may also require the performance of other duties as assigned.

Requirements

Required Skills/Abilities

• Demonstrates The IC’s core values of Adaptability, Collaboration, Inclusion, Integrity and Person First.
• Commitment to co-creating a culture that fosters diversity, equity, accessibility, and inclusion.
• Extraordinary customer service skills.
• Effective communication skills.
• Self-motivated, persistent, and flexible.
• Strong organizational skills and detail oriented.
• Ability to handle multiple priorities as well as deadlines.
• Takes responsibility for high-quality work.
• Capacity to work individually and as a member of a team in a team-oriented, inclusive environment.
• Possess decision-making and problem-solving skills.
• The capacity to empower individuals to advocate for themselves to maximize independence.
• Ability to maintain a high level of confidentiality and work within the confines of HIPAA regulations.
• Proficiency with computers, including MS Windows, MS Office (Word, Excel, PowerPoint, Outlook, Teams), Zoom and other common computer programs.

Education and Experience

• High school diploma or GED.
• Two years as a Direct Care Worker preferred.
• Some college education is desirable.
• Staff scheduling experience preferred.
• Current CPR certification.
• Experience working with people with disabilities is preferred.

Travel

• Local travel to partners, collaborators, and vendors for official IC related business and events may be required.
• Occasional (on average 20% of work week) travel to clients’ homes located in El Paso & potential surrounding Home Health covered counties.
• Must have a valid driver’s license and car insurance.

Working Conditions

• Office environment requiring ongoing computer use and extended amount of time sitting or standing.
• Occasional requirement to provide hands-on care in clients’ homes as part of the HH on-call policies and procedures.
• Frequently lift, push, pull, up to 25 lbs., occasionally up to 50 lbs.
• Internet access to work remotely if protocols are issued for remote work.

Reasonable accommodations may be provided to empower the qualified individual with a disability to perform the essential functions of this position.