Scheduling Coordinator

Companions and Homemakers; Middlebury (CT); Hybrid; USD 32,000 - 36,000; Full time

Benefits offered by this job

401k

Medical, Vision & Dental Insurance

PTO, Sick Time, Floating Holidays

Job summary

HouseWorks, LLC and its Family of Companies is seeking a Scheduling Coordinator to act as the first point of contact for clients and caregivers in your region. You will ensure timely scheduling of caregivers to meet client needs and supervise staff to uphold our mission and quality care.

You will prioritize assignments, coordinate referrals, manage caregiver schedules to control costs, and document all interactions in the EMR.

Qualifications

• Minimum 1 year in homecare or healthcare preferred.
• Minimum 1 year scheduling experience preferred.
• Excellent written and oral communication skills.
• Ability to work with diverse personalities.
• Proficient computer skills including EMR, email, and spreadsheets.
• Strong coaching and interpersonal abilities; team player.
• Ability to handle confidential information professionally.
• Willingness to work in a fast-paced environment with technology.

Responsibilities

• Prioritize assignments and complete tasks promptly per supervisor.
• Coordinate new client referrals to ensure timely staffing and keep leadership informed.
• Coordinate caregiver schedules to maintain consistency and manage overtime.
• Investigate and resolve client scheduling complaints with supervisor support.
• Document interactions in the EMR and keep records up to date.
• Work with state care managers on client care changes.
• Communicate recruiting needs to operations and participate in hiring activities.
• Handle service agreements and non-medical forms as assigned.
• Maintain professionalism and privacy when dealing with clients and caregivers.
• Contribute to recruitment, onboarding and orientation activities as needed.

Skills

Written and oral communication

Interpersonal skills

Computer skills

Team player

Coaching ability

Confidentiality

Tools

EMR system

Spreadsheet software

Email client

Job description

Job Summary: As a Scheduling Coordinator, you will be the primary first point of contact for clients and caregivers in your region. You will be responsible for the timely scheduling of caregivers to meet the scheduled needs and care of clients. You will also be responsible to supervise caregivers for your region, ensuring they are upholding the company’s mission and providing quality care to clients.

Responsibilities

• Prioritize your assignment of open client schedules and complete work assigned by supervisor timely.
• Directly manage and oversee the coordination of new client referrals to ensure timely staffing. Ensures operational leaders are kept informed on all activities impacting admission.
• Ensure caregiver schedules are coordinated to promote consistency for clients, minimize overtime, limit incentives, and put cost controls in place to ensure client needs are met within budget.
• Receive, investigate, and resolve client complaints related to scheduling and clients’ care needs. Work with a supervisor to resolve considerable complaints of a more serious nature.
• Ensure all caregivers receive progressive disciplinary action for non-clinical performance issues as necessary with the direction of your supervisor.
• Act as an advocate for caregiver who have experienced any type of concerns such as payroll issues, concerns with a client, etc.
• Concisely document interactions and changes with clients and caregivers in the EMR. Constantly keep the information in the EMR as up to date as possible.
• Work with state care managers when applicable to update on changes in client care needs and to resolve care issues or concerns.
• Communicate recruiting needs to operational leaders and the recruiting department. Participate in recruitment, hiring and orientation activities as needed.
• Collect service agreements and non-medical forms from clients/contacts as assigned by supervisor.
• Handle all phone interactions with internal and external callers efficiently and courteously.
• Demonstrate proper judgment, problem-solving and planning skills, commitment to the Company’s mission, self-sufficiency and initiative, compassion and respect for the elderly, and the ability to internalize constructive criticism properly
• Other duties may be assigned as business needs change.

Requirements

• Minimum of 1 year in the homecare or healthcare industry preferred.
• Minimum of 1 year handling scheduling for clients preferred.
• Strong written and oral communications
• Ability to work with a wide range of personalities in a diverse environment.
• Strong computer skills, including ability to operate in an EMR, send/receive email communications and review/analyze spreadsheet data.
• Strong coaching and interpersonal skills, with the ability to build trust and establish and maintain effective working relationships. Must be a team-player. Must have ability to motivate and develop field staff.
• Ability to handle confidential documents and sensitive information professionally.
• Ability to work effectively in a fast-paced work setting using technology-based programs and platforms.
• Experience serving as a mediator and recommending and applying interventions to resolve employee disagreements, conflicts or misunderstandings.
• Skilled at investigating and resolving employee/client relations issues including gathering and analyzing documentation and recommending potential solutions.
• Ability to handle multiple projects, changing priorities and frequent heavy workloads which may require work outside of normal business hours.
• Must have exemplary organizational and time management skills.
• Bilingual in Spanish speaking is a plus.

Work Environment and Physical Demands

• Supportive management and team-oriented office environment
• Work in office 4 days/week, Work from home 1 day/week
• Positive organizational culture
• Sitting, standing and walking short distances
• Hand-eye coordination for typing
• Sufficient speech and hearing acuity

Benefits

• 401k
• Medical, Vision & Dental Insurance
• PTO, Sick Time, Floating Holidays

Pay Range

The hiring range for this position is $23-26/hourly. Various factors will determine final compensation, such as a candidate’s years of relevant work experience, skills, certifications, and location.

HouseWorks, LLC and its Family of Companies is an Equal Opportunity Employer. We do not discriminate against race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability or genetic information.