Scheduling Coordinator

About the role

The Scheduling Coordinator is responsible for coordinating caregiver schedules and matching qualified caregivers with clients to ensure continuity of care and exceptional service delivery. This role serves as a key point of contact for clients, caregivers, and internal staff while managing ongoing scheduling needs in a fast-paced home care environment.

Responsibilities

• Coordinate and maintain caregiver schedules to ensure client care needs are met in a timely and efficient manner
• Match caregivers appropriately based on client needs, preferences, availability, and continuity of care
• Manage weekend scheduling operations, including phone inquiries, caregiver callouts, staffing changes, and client requests
• Monitor and respond to Alive5 messages promptly to address caregiver, client, and operational scheduling needs
• Participating in rotating on-call and after-hours operational support as needed
• Review caregiver dashboard activity, including clock-ins and clock-outs, to ensure visit accuracy, compliance, and timely follow-up on discrepancies
• Review billing and payroll reports weekly to ensure scheduling accuracy, visit verification, and timely resolution of discrepancies
• Respond to and escalate off-hour issues, scheduling conflicts, and caregiver emergencies as appropriate
• Communicate schedule updates and changes promptly to clients, caregivers, and family members
• Notify leadership and appropriate staff regarding caregiver attendance concerns, reliability issues, or other incidents that may impact patient care
• Reinforce scheduling policies and operational procedures while supporting workflow efficiency improvements
• Ensure compliance with caregiver time-off request procedures and scheduling protocols
• Serve as a lead point of contact for clients and caregivers requesting home care services
• Collaborate closely with Care Managers and interdisciplinary staff to ensure continuity and quality of care
• Maintain ongoing communication and collaboration with interdisciplinary departments regarding shared clients to support seamless care coordination, operational efficiency, and positive client outcomes
• Participate actively in the new client intake and onboarding process
• Support caregiver orientation and onboarding initiatives as needed
• Utilize ClearCare and other scheduling/documentation systems to communicate updates and task Care Managers appropriately
• Maintain professionalism, confidentiality, and accuracy in all communications and documentation
• Perform additional duties and responsibilities as assigned

Requirements

• Strong customer service and interpersonal communication skills
• Ability to multitask and prioritize effectively in a fast-paced environment
• Demonstrated ability to problem-solve and manage urgent staffing situations
• Proficiency with scheduling systems and electronic documentation platforms
• Ability to work collaboratively with interdisciplinary teams
• Must successfully complete a criminal background check

Preferred

• Minimum of one (1) year of scheduling experience in a home care agency, healthcare setting, or related field
• Experience coordinating schedules for caregivers, homemakers, or companions
• Experience working within home care or private duty healthcare settings
• Experience with ClearCare, Alive5, or related scheduling/documentation systems