Company: Helping Hearts USA LLC
Position: Remote Home Care Scheduler and Operations Support Coordinator
Job Type: Full-time
Work Location: Remote within the United States
Time Zone: Must be available during assigned Central Time Zone hours
Availability: Some evening, weekend, holiday and rotating on-call availability may be required
At Helping Hearts USA LLC, every dependable client visit begins with a caring and organized professional working behind the scenes. When schedules are accurate, caregivers feel supported and clients receive consistent care, families experience greater comfort and peace of mind.
We are excited to welcome a warm, dependable and highly organized scheduler to our growing team. This is a stable, long-term remote opportunity for someone who enjoys helping people, solving problems and keeping important details organized.
The right candidate will understand that scheduling is not simply filling open shifts. It is about building strong connections between clients, families, caregivers and the Operations team while helping ensure that every client receives the dependable support they deserve.
In addition to scheduling responsibilities, this position will assist with care-plan updates, applicant screening and other operational duties related to the clients, caregivers and communities we serve. Additional assignments may be provided by the Operations Manager or senior leadership based on current organizational needs.
Although this is a remote position, it is a structured professional role with established working hours, daily responsibilities, performance expectations and ongoing communication requirements.
The Remote Home Care Scheduler and Operations Support Coordinator is responsible for creating, maintaining and monitoring caregiver schedules while ensuring assignments are appropriately staffed according to client needs.
The scheduler must respond promptly to call-offs, missed clock-ins, late arrivals, schedule changes, new client starts and urgent coverage needs.
This position also supports daily agency operations by assisting with applicant screening, approved care-plan updates, caregiver records, client coordination, reporting and other administrative responsibilities.
The ideal candidate is calm under pressure, communicates professionally, pays close attention to detail and can manage several priorities without losing accuracy, patience or compassion.
The scheduler will:
Create and maintain accurate client and caregiver schedules.
Assign caregivers according to experience, availability, location and client-care requirements.
Match caregivers with clients based on skills, transportation, personality, client preferences and assignment compatibility.
Schedule new client starts and temporary assignments.
Maintain recurring schedules.
Review schedules for open shifts and potential coverage gaps.
Verify that caregivers are not scheduled for overlapping assignments.
Monitor weekly hours and identify potential overtime.
Obtain approval before creating unauthorized overtime.
Update schedule changes in WellSky immediately.
Confirm that schedule changes are communicated to all appropriate individuals.
Maintain accurate records of caregiver availability and scheduling restrictions.
Review upcoming schedules in advance to identify possible concerns.
Support continuity of care by limiting unnecessary caregiver changes when possible.
The scheduler will:
Confirm caregiver assignments according to company procedures.
Monitor caregiver responses to shift confirmations.
Follow up with caregivers who do not respond.
Confirm that coverage is secure before the scheduled start time.
Escalate unconfirmed or at-risk shifts to the Operations team.
Maintain accurate records of confirmations and communications.
Verify that caregivers understand the location, hours and care level before accepting an assignment.
Avoid assuming a shift is covered until the caregiver has clearly confirmed it.
The scheduler must be prepared to:
Respond promptly to caregiver call-offs.
Gather the necessary information and document the call-off.
Begin searching for qualified replacement coverage immediately.
Contact available caregivers professionally and efficiently.
Confirm that replacement caregivers understand the client’s location, schedule and required care level.
Notify the Operations team when coverage is not immediately available.
Continue working through the approved caregiver list until coverage is secured or the situation is escalated.
Document all attempted contacts, responses and final outcomes.
Communicate coverage changes to authorized individuals.
Never leave an urgent coverage concern unaddressed or undocumented.
The scheduler will monitor:
Missed clock-ins
Late arrivals
Early clock-outs
Missed clock-outs
Caregivers clocking in outside the approved client location
Unconfirmed shifts
Schedule conflicts
Potential no-call, no-show incidents
Caregivers leaving before relief arrives
Unapproved schedule extensions
Potential overtime
Incomplete or unusual electronic visit verification records
Attendance concerns must be communicated to the Operations team promptly and documented accurately.
This position includes additional operational responsibilities beyond scheduling. Duties will be assigned by the Operations Manager or authorized senior leadership based on current agency needs.
The scheduler may assist with:
Entering approved care-plan updates into WellSky or other company systems.
Updating client schedules after approved changes.
Ensuring caregivers receive updated care instructions.
Confirming that outdated care information is replaced with the current approved version.
Reviewing client records for missing or incomplete information.
Uploading authorized documents to client files.
Maintaining organized and accurate electronic records.
Distributing approved client instructions to assigned caregivers.
Tracking caregiver acknowledgment of important care-plan changes.
Notifying the Operations Manager when care-plan information appears unclear or inconsistent.
Assisting with routine client-file reviews and internal audits.
The scheduler may only enter or communicate care-plan changes that have been reviewed and approved by the Operations Manager or other authorized leadership. The scheduler must not independently create clinical instructions or change a client’s authorized services.
The scheduler may assist with the initial screening of caregiver and administrative applicants.
Responsibilities may include:
Reviewing employment applications and resumes.
Contacting applicants for initial pre-screening.
Confirming availability and preferred work locations.
Asking approved pre-screening questions.
Reviewing relevant caregiving or administrative experience.
Confirming transportation and scheduling requirements.
Identifying experience with personal care, dementia care, transfers, Hoyer lifts or other client-specific needs.
Confirming that applicants understand required documentation.
Scheduling interviews with authorized managers.
Sending interview reminders and instructions.
Updating applicant records in Apploi or other approved systems.
Following up with applicants regarding missing information.
Documenting applicant communication accurately.
Forwarding qualified applicants to the appropriate manager.
Notifying leadership of urgent staffing candidates who may match an open client assignment.
The scheduler may support the screening process but must not make final hiring, compensation or employment decisions unless specifically authorized by senior leadership.
The scheduler may assist with:
Gathering updated caregiver availability.
Confirming caregiver qualifications for specific assignments.
Coordinating new caregiver introductions.
Supporting new client starts.
Assisting with first-shift communication.
Sending approved reminders and instructions.
Following up regarding missing documentation.
Coordinating assignment-specific training.
Tracking completion of required training.
Helping caregivers access scheduling or communication systems.
Escalating caregiver concerns to the appropriate manager.
Supporting continuity of care during schedule changes.
Additional assignments may relate to the clients and communities Helping Hearts serves.
These responsibilities may include:
Assisting with approved client follow-up calls.
Gathering non-clinical client satisfaction information.
Supporting community events and outreach activities.
Preparing approved informational materials.
Maintaining lists of community resources and referral contacts.
Supporting communication with senior-living communities and approved partners.
Assisting with service-area research.
Organizing client, caregiver or community contact information.
Supporting new-market or service-area preparations.
Assisting with approved referral tracking.
Helping coordinate community meetings or virtual events.
Completing administrative follow-up related to client and community needs.
Additional operational duties may include:
Preparing scheduling and staffing reports.
Reviewing records for missing documentation.
Assisting with attendance tracking.
Updating employee availability.
Organizing electronic files.
Completing data entry.
Assisting with internal audits.
Preparing approved forms and checklists.
Tracking outstanding tasks.
Participating in Operations meetings.
Completing required training.
Supporting payroll-hour reviews by identifying scheduling or clocking discrepancies.
Assisting with onboarding coordination.
Following up on missing caregiver documents.
Supporting client-service projects.
Completing other reasonable duties assigned by the Operations Manager or senior leadership.
Operational assignments may change according to client needs, staffing levels, agency growth, compliance requirements and the needs of the communities Helping Hearts serves.
The scheduler must:
Communicate clearly, respectfully and professionally.
Provide complete shift details before a caregiver accepts an assignment.
Avoid making promises that have not been approved.
Respond to scheduling questions promptly.
Maintain professional boundaries with caregivers.
Avoid arguments or emotional exchanges.
Direct payroll, disciplinary, clinical and management concerns to the appropriate department.
Never share confidential client or employee information with unauthorized individuals.
Keep communication organized across telephone, text, email and company systems.
Document important scheduling conversations.
Remain patient and respectful during difficult situations.
When authorized, the scheduler may:
Communicate approved schedule information to clients and families.
Notify clients of caregiver changes.
Confirm requested service hours.
Gather scheduling preferences.
Respond professionally to scheduling concerns.
Document client and family communications.
Escalate complaints, care concerns and service-quality issues to the Operations team.
Follow up on approved non-clinical requests.
The scheduler must not discuss employee pay, disciplinary matters, private employee information or other confidential subjects with clients or families.
The scheduler may assist with:
Reviewing requested service hours.
Identifying qualified caregivers.
Confirming caregiver availability.
Building the initial client schedule.
Communicating assignment expectations.
Coordinating orientation or assignment-specific training.
Confirming that caregivers have received the approved care plan.
Monitoring the first scheduled shifts.
Reporting coverage concerns before service begins.
Helping maintain continuity of care during the beginning of service.
Supporting approved follow-up after the first shift.
The scheduler must accurately document:
Shift confirmations
Call-offs
Coverage attempts
Late arrivals
Missed clock-ins
Early departures
Schedule changes
Caregiver availability
Client schedule requests
Assignment refusals
Caregiver cancellations
Uncovered shifts
Overtime concerns
Management escalations
Final coverage outcomes
Applicant pre-screening results
Interview appointments
Care-plan update notifications
Assigned operational tasks
Client and caregiver follow-up
Important communications
Documentation must be clear, factual, professional and completed in real time.
The scheduler must be comfortable learning and using scheduling, communication, applicant-tracking and administrative systems.
Experience with the following is preferred:
WellSky Personal Care
Electronic visit verification systems
Apploi or another applicant-tracking system
OpenPhone or a similar business telephone system
Microsoft Office
Google Workspace
Email and calendar platforms
Online scheduling systems
Caregiver-management systems
Team communication platforms
Applicants who have not used WellSky or Apploi must be able to learn new software quickly and accurately.
This is a remote position, but it is not an unrestricted or work-at-your-own-pace role.
The selected applicant must:
Work the complete assigned schedule.
Be signed in, available and responsive throughout working hours.
Maintain a quiet, professional and distraction-free workspace.
Have stable, high-speed internet service.
Maintain reliable telephone service.
Be able to participate in video meetings.
Remain reachable through required company communication systems.
Protect all client, caregiver and applicant information.
Avoid working another job during assigned Helping Hearts hours.
Avoid personal errands, appointments or unrelated activities during scheduled working hours.
Have a backup plan for internet or power interruptions.
Immediately report technical problems that interfere with work.
Attend required virtual meetings and training.
Meet all productivity, accuracy and response-time expectations.
Maintain a professional background and appearance during video meetings.
Keep all company information secure and inaccessible to household members or other unauthorized individuals.
Remote employees are expected to maintain the same professionalism, availability and accountability required in an office setting.
This is intended to be a stable, full-time remote position.
The selected applicant must be available during assigned Central Time Zone hours. The regular schedule will be discussed during the interview process.
Because home care operates every day, scheduling or operational needs may occasionally require:
Early morning coverage assistance
Evening availability
Weekend availability
Holiday availability
Rotating on-call responsibilities
Assistance during emergencies or urgent call-offs
Applicants must clearly disclose any scheduling limitations before accepting the position.
Applicants must:
Be at least 18 years old.
Possess a high school diploma, GED or equivalent.
Have at least two years of professional scheduling, staffing, dispatching, healthcare coordination or related administrative experience.
Have home care, healthcare or caregiver-scheduling experience preferred.
Demonstrate excellent organization and time-management skills.
Communicate clearly and professionally by telephone, text, email and video.
Remain calm and solution-focused during urgent situations.
Manage multiple schedules, assignments and priorities simultaneously.
Pay close attention to names, dates, locations, hours and assignment details.
Maintain confidentiality.
Make decisions within established policies and authorization limits.
Escalate concerns appropriately.
Accept coaching and follow established procedures.
Work independently without constant supervision.
Maintain reliable attendance and punctuality.
Demonstrate strong computer and data-entry skills.
Learn new systems and procedures quickly.
Maintain accurate documentation.
Be dependable, self-motivated and accountable.
Be willing to assist with applicant screening, care-plan updates and other operational responsibilities.
Be flexible and willing to support the changing needs of a growing organization.
Preference may be given to applicants with experience in:
Non-medical home care
Private-duty care
Healthcare staffing
Caregiver scheduling
Client-service coordination
Applicant screening
Care-plan or client-record updates
Electronic visit verification
WellSky Personal Care
Apploi or another applicant-tracking system
High-volume scheduling
After-hours or on-call staffing
Call-off and emergency coverage
Employee attendance tracking
Customer service
Conflict resolution
Administrative operations
Community outreach or service coordination
A successful Helping Hearts scheduler:
Maintains accurate and organized schedules.
Identifies coverage concerns before they become emergencies.
Responds promptly to call-offs and missed clock-ins.
Communicates schedule changes clearly.
Matches caregivers appropriately with clients.
Documents all scheduling and operational actions.
Protects client, caregiver and applicant confidentiality.
Reduces uncovered shifts and unnecessary overtime.
Supports continuity of care.
Completes applicant screening and follow-up accurately.
Enters approved care-plan updates promptly.
Completes assigned operational responsibilities on time.
Remains calm, respectful and professional under pressure.
Follows through until concerns are resolved or properly escalated.
Supports the mission, clients and communities served by Helping Hearts.
Applicants must be prepared to:
Complete a comprehensive background check, where legally permitted.
Complete a drug screening when applicable.
Provide a complete five-year employment history.
Provide five professional references.
Provide proof of high school completion, GED or equivalent.
Provide acceptable proof of identity and authorization to work in the United States.
Complete all required employment, payroll and tax documentation.
Sign required confidentiality, remote-work and information-security agreements.
Complete company orientation and required training.
All employment offers are contingent upon satisfactory completion of required screenings, reference checks, employment verification and onboarding requirements.
At Helping Hearts USA LLC, scheduling and operations are about more than administrative tasks. They are about making sure clients receive dependable care, caregivers receive clear support and families know that someone is paying attention.
We offer:
A stable, full-time remote opportunity
A welcoming and team-focused work environment
Training on company systems and procedures
Opportunities for professional growth
Experience across scheduling, recruiting and operations
The opportunity to support caregivers, clients and families
Meaningful work that directly affects continuity of care
The chance to serve and strengthen the communities we support
The opportunity to grow with an expanding organization
Submit your resume along with a brief description of your scheduling, staffing, home care, recruiting or healthcare experience.
Please include:
Your scheduling experience
The scheduling systems you have used
Your availability in the Central Time Zone
Your experience handling urgent call-offs
Your experience with WellSky, Alyacare, Care RITE or electronic visit verification
Your applicant-screening or recruiting experience
Your experience updating care plans or client records
Your remote-work experience
Confirmation that you have stable internet and a professional workspace
To apply or learn more, call or text our main hiring number at 615-645-3999.
Helping Hearts USA LLC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace for all employees.
