Scheduling Coordinator – Hybrid
Location: Ocala, FL - Hybrid
Schedule: Monday through Friday, 9:00 AM–5:00 PM
Job Type: Full-time, Non-Exempt
Please Read Before Applying
This position is not immediately remote. The selected candidate will work on-site at our Ocala office for the first 12 months of employment. After successfully completing the first year, the position will transition to remote work.
Candidates must be able to reliably commute to the Ocala office and remain available and responsive throughout the scheduled workday.
Position Overview
Quad Nurse is seeking a dependable, organized, and detail-oriented Scheduling Coordinator to support our caregivers, clients, and daily operations.
This position plays an essential role in ensuring client visits are properly staffed, caregivers receive accurate scheduling information, and operational records remain complete and up to date. The Scheduling Coordinator will also assist with referrals, caregiver onboarding, Electronic Visit Verification, and general administrative responsibilities.
The ideal candidate is a strong communicator who can manage multiple priorities, remain calm when schedules change, and provide professional and compassionate support to both clients and caregivers.
Key Responsibilities
Scheduling and Staffing
- Schedule and coordinate caregivers for client home visits
- Secure coverage for open shifts and last-minute cancellations
- Manage service inquiries, referrals, and case-staffing needs
- Match caregivers with cases based on client needs, caregiver qualifications, and availability
- Clearly communicate case details and scheduling expectations to caregivers
Client and Caregiver Support
- Maintain accurate client records in both digital and physical formats
- Ensure required documentation is entered correctly into scheduling software
- Monitor and correct Electronic Visit Verification, or EVV, records as needed
- Assist with new-hire orientation and onboarding
- Conduct routine audits of client files to support accuracy and compliance
- Complete discharge documentation and mail discharge letters when required
Daily Administrative Support
- Answer incoming phone calls and respond to inquiries promptly
- Monitor and manage email and internal communications
- Provide general administrative support to the office
- Track assignments and deadlines using company-approved task-management systems
- Prepare and communicate scheduling and operational updates
- Maintain professional communication with clients, caregivers, and team members
Hybrid Work Expectations
During the first 12 months, the Scheduling Coordinator will work on-site at the Ocala office. Once the position transitions to remote work, the employee will be expected to:
- Remain available and responsive from 9:00 AM to 5:00 PM
- Maintain reliable communication by phone, email, and internal messaging
- Have dependable internet service and a secure, distraction-free home workspace
- Accurately record daily working hours
- Attend all required virtual meetings and training sessions
- Meet scheduling, reporting, and operational deadlines
- Follow all confidentiality, privacy, and data-security requirements
Qualifications
- High school diploma or equivalent required
- Three years of scheduling experience preferred
- Experience in home care, healthcare, staffing, or caregiver scheduling is strongly preferred
- Strong organizational and time-management skills
- Excellent phone, email, and interpersonal communication skills
- Ability to manage multiple priorities in a fast-paced environment
- Strong attention to detail and accuracy
- Ability to work independently and collaboratively as part of a team
- Reliable transportation and the ability to commute to the Ocala office for the first 12 months
- Reliable internet and a secure home-office setup for future remote work
- Bilingual English and Spanish preferred
- Ability to handle confidential client, caregiver, and company information appropriately
Performance Expectations
Success in this position will be measured by:
- Timely completion of scheduling and reporting responsibilities
- Responsiveness to clients, caregivers, and team members
- Accurate attendance and timekeeping
- Quality and accuracy of schedules and documentation
- Minimal scheduling errors and unresolved issues
- Positive feedback from clients and caregivers
About Quad Nurse
Quad Nurse is a licensed nurse registry serving 16 counties throughout the Ocala, Florida area. Since 2013, we have specialized in supporting individuals with quadriplegia, spinal cord injuries, and catastrophic head trauma.
We understand that successful care begins with dependable scheduling, clear communication, and a team that genuinely cares. Our Scheduling Coordinator is an important part of making sure both our clients and caregivers receive the support they need.
Please apply only if you are available to work on-site in Ocala, Monday through Friday from 9:00 AM to 5:00 PM, for the first 12 months of employment.
Benefits:
Work Location: In person
