Scheduling Coordinator

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.

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.

Sets up 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.

Addresses 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 outs are maintained with clients and all efforts are made to fill the shift with replacement caregiver, elevates any unsatisfied clients to supervisor(s).

Forecasts 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 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.

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.

Ability to effectively communicate expectations and directions to field staff.