Scheduling Coordinator

Fundaciones Integrales; Conway (AR); On-site; USD 36,000 - 48,000; Full time

Job summary

Southern Caregivers in Conway, AR is seeking a Scheduling Coordinator to implement and maintain client schedules, communicate with clients and caregivers, and ensure EVV and policy compliance.

The role requires high school education, strong communication skills, and the ability to manage a heavy workload while coordinating with office staff and care teams.

Qualifications

• High School Diploma is required or equivalent.
• Ability to recognize emergency situations and take appropriate actions.
• Ability to establish and maintain working relationships with clients, co-workers, caregivers, and the public.
• Must manage a heavy workload within established time frames.
• Work independently and communicate expectations clearly to field staff.

Responsibilities

• Direct supervisor to contracted caregivers and liaise with payroll and administration.
• Maintain up-to-date knowledge of company policies, EVV system, and AR rules.
• Maintain current client roster and relay information to the care team.
• Participate in rotating calls and provide scheduling coverage as needed.
• Oversee caregiver visits for compliance with ethics and policies.
• Ensure EVV visits follow Arkansas guidelines and real-time updates in the schedule.
• Handle scheduling changes, obtain client approval before adjustments, and monitor visit compliance.
• Address client concerns and escalate issues to the supervisor as needed.
• Fill shifts due to call-outs and forecast future openings with supervisor input.

Skills

Emergency recognition

Relationship building

Independent work

Communication of expectations

Time management

Education

High School Diploma

Job description

POSITION PURPOSE

Responsible for the implementation, maintenance, and accuracy of assigned client schedules. Maintain open lines of communication between clients, caregivers, and office staff to build relationships.

POSITION PURPOSE

Responsible for the implementation, maintenance, and accuracy of assigned client schedules. Maintain open lines of communication between clients, caregivers, and office staff to build relationships.

Position Responsibilities

• Direct supervisor to contracted caregivers. Acts as liaison for caregivers and other office personnel, including payroll and administration
• Maintains up to date knowledge of Southern Caregivers Policies and Procedures, including but not limited to Southern Caregivers EVV system, inter office communication methods, community communication guidelines/restrictions and adheres to AR Rules and Regulations in daily scheduling activities
• Maintains a current client roster, ensuring accurate information is communicated throughout the care team
• Participate in rotating call with scheduling team. Backup for secondary scheduling phone in absence of second scheduling coordinator.
• Conducts caregiver visit oversite to ensure compliance with AR Code of Ethics and SC policies are upheld
• Adheres to Electronic Visit Verification (EVV) rules and regulations as set forth by the State of Arkansas and ensures all visits follow guidelines
• Updates reported changes from caregivers in electronic schedule in real time to ensure EVV system can be utilized by caregivers appropriately
• Controls and monitors schedule changes, communicates all requests to clients for approval prior to adjusting
• Monitors compliance of visits and ensures care logs are complete within one (1) week of shift completion. Brings any scheduling problems to the supervisor’s attention immediately Assigns client visit ADLs and IADLs according to authorization attached to visit and care plan Answer scheduling phone at all times and address any scheduling issues or concerns in real time
• Address client concerns or needs regarding scheduling and related to caregivers, direct clients to appropriate staff for all other areas of calls. Navigates escalation matters and notifies appropriate office personnel
• Addresses late alerts within 30 minutes of start of shift, confirming with client that caregiver has arrived
• Maintains communication of call out are maintained with clients and all efforts are made to fill the shift with replacement caregiver, elevates any unsatisfied clients to supervisor(s)
• Forecast future openings and prospective clients to ensure least amount of open visit hours – notifying supervisor of marketing needs
• Communicate with new clients within 48hrs of conversion from prospect to introduce yourself, confirm scheduling needs and update client on caregiver placement progress.
• Use complete documentation process on client and caregiver charts to maintain lines of communication between office and direct care staff.
• Review and manage PC/AC hours related to AR Choice clients.
• Review caregiver utilization and maintain caregiver hours within Southern Caregiver Policy guidelines.
• Notify Office Manager of any Caregivers who are not certified to be placed into PCA course
• Review caregiver utilization and maintain caregiver hours within Southern Caregiver Policy guidelines.
• Review all visits on your assigned clients for accuracy in preparation for payroll and billing every 2 days except on weekends.
• Participate in weekly office meeting.

Other Duties As Assigned

POSITION PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

• Office Hours are 8:00am – 4:00pm or 9:00am – 5:00pm with a 1-hour lunch break
• Required to carry an on-call cell phone with rotating weekends
• Position is primarily a desk position, essentially involves sitting, standing, stooping, and walking, as well as an inordinate amount of telephone communication
• Position requires the ability to effectively converse with clients, the public, co-workers, and caregivers through written and verbal communication in the English language via telephone and/or at a minimum of 12-point font on a regular basis
• Required to use personal computer, calculator, and other related office equipment
• Occasional need to lift to 25 lbs. of office supplies as needed

POSITION QUALIFICATIONS

• High School Diploma
• Ability to recognize an emergency situation and take appropriate actions
• Ability to establish and maintain working relationships with clients, co-workers, caregivers, and the public
• Must be able to complete a heavy workload within established time frames
• Work independently and identify potentially more effective methods of work operation
• Must be able to effectively communicate expectations and directions to field staff

Company Information

Has access to all client records which may pertain to client schedules and may be discussed with management. Will adhere to all HIPAA laws, State Regulations, and Company Policies, protecting privileged client information at all times. Will maintain confidentiality as it pertains to in-office meetings, only discussing information with appropriate management as required.