Job Overview
The Scheduler & Operations Coordinator is responsible for creating and maintaining caregiver schedules in Axxess, managing open shifts and call-outs, monitoring EVV and documentation, and ensuring scheduled services align with approved authorizations. The role also supports client scheduling needs, new-client coordination, applicant screening and onboarding, employee compliance tracking, and general operational reporting. Clinical concerns, employee relations matters, hiring decisions, pay decisions, and compliance interpretations are escalated to the appropriate member of management.
Responsibilities
- Create and maintain caregiver schedules in Axxess.
- Fill open shifts, call-outs, vacations, and last-minute coverage needs.
- Match caregivers with clients based on availability, location, skills, and preferences.
- Monitor overtime, schedule conflicts, uncovered shifts, and caregiver availability.
- Communicate schedule updates with caregivers, clients, and families.
- Review EVV exceptions, missed clock-ins and clock-outs, incomplete visits, and missing documentation.
- Confirm scheduled services align with authorizations and approved hours.
- Prepare scheduling, attendance, utilization, and timekeeping reports.
- Conduct client scheduling check-ins and coordinate new service starts and caregiver introductions.
- Document client scheduling changes, cancellations, hospitalizations, and service holds.
- Assist with nonclinical client intake and Axxess data entry.
- Review applications, conduct screening calls, schedule interviews, and collect onboarding documents.
- Track employee credentials, training, physicals, background checks, and other compliance requirements.
- Maintain applicant and caregiver records by availability, location, and preferred shifts.
- Track open cases, unfilled hours, call-outs, overtime, and caregiver utilization.
- Escalate clinical concerns, incidents, complaints, employee relations matters, and compliance issues to management.Skills
- Proven administrative experience within healthcare settings with an understanding of medical terminology.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for documentation and communication tasks.
- Strong knowledge of managed care processes, health insurance policies, and third-party billing procedures.
- Excellent schedule management skills with the ability to prioritize tasks efficiently in a busy environment.
- Effective internal communication skills to collaborate across teams and departments seamlessly.
- Experience with data entry accuracy and maintaining detailed records within electronic health record (EHR) systems.
- Exceptional customer service abilities combined with professional phone communication skills.
- Familiarity with revenue cycle management practices to support billing and reimbursement activities.
- Bilingual fluency in English and another language to facilitate client engagement and team coordination effectively.
Required qualifications
- Previous scheduling experience in healthcare, home care, or another medical setting.
- Strong organizational, communication, and problem-solving skills.
- Ability to manage last-minute call-outs, schedule changes, and multiple priorities.
- Proficiency with computers, email, Microsoft Office, and web-based scheduling systems.
- Strong attention to detail and ability to maintain accurate and confidential records.
- Ability to work independently in a hybrid environment and transition to fully in-person work beginning in September 2026.
- Fluent in English and Spanish
Preferred Qualifications
- Experience using the Axxess Home Care platform.
- Experience with electronic visit verification systems.
- Previous experience scheduling caregivers or other field-based healthcare employees.
- Familiarity with home care operations, Medicaid services, timekeeping, or caregiver documentation.
- Experience supporting recruitment, and basic administrative tasks.
Work Environment
This position is performed in a professional office and remote work environment with frequent use of computers and telephones. The role involves regular interruptions, changing priorities, and time-sensitive scheduling needs. The position will be in person on Tuesdays and Thursdays then transition to fully in-person work in September 2026.
Join us in delivering compassionate home care services while advancing your career in a vibrant healthcare environment!
Pay: $23.00 - $26.00 per hour
Experience:
- scheduling in home care, or another medical setting: 1 year (Required)
Language:
- Spanish and English (Preferred)
Work Location: Hybrid remote in Cranston, RI 02910
