Location: In-Office
Employment Type: Full-Time
The Scheduling Coordinator is responsible for coordinating, maintaining, and optimizing caregiver schedules to ensure consistent and reliable care delivery for home healthcare clients. This in-office role manages scheduling for 100+ caregivers using WellSky, responds to daily scheduling changes, verifies schedule accuracy, maintains caregiver pay rates, and supports agency operations through effective communication and reporting.
The Scheduling Coordinator plays a critical role in ensuring all client shifts are staffed appropriately while maintaining compliance with agency standards, payroll accuracy, and client care requirements. This position participates in a rotating on-call schedule and may be required to provide temporary direct client care coverage during staffing emergencies when all reasonable efforts to secure coverage have been exhausted.
Create, manage, and maintain daily and weekly schedules for 50+ caregivers using WellSky.
Ensure the upcoming week's schedule is completed, reviewed, and published no later than Thursday at 5:00 PM each week.
Assign caregivers to client cases based on availability, skills, certifications, client preferences, and care needs.
Monitor caregiver availability, time-off requests, and scheduling conflicts.
Ensure all client shifts are appropriately staffed and covered.
Collaborate with office staff and leadership to anticipate staffing needs and proactively address coverage concerns.
Assist with caregiver onboarding by supporting initial schedule placement.
Conduct a comprehensive review of all scheduled shifts at the beginning of each business day.
Verify all scheduled shifts contain accurate start and end times.
Confirm caregiver pay rates are correct for every scheduled visit.
Ensure mileage reimbursement is entered accurately when applicable.
Verify client notes, authorizations, service instructions, and special scheduling requirements are documented correctly.
Identify and correct scheduling discrepancies prior to caregiver arrival whenever possible.
Maintain accurate and up-to-date scheduling records within WellSky.
Update caregiver pay rates in WellSky whenever compensation changes occur.
Ensure all scheduled shifts reflect the most current approved pay rates.
Maintain accurate compensation information to support payroll processing.
Communicate with leadership regarding pay rate updates and discrepancies.
Respond promptly to caregiver call-offs, emergencies, and last-minute schedule changes.
Communicate schedule updates clearly and professionally with caregivers through phone calls, text messages, and system notifications.
Utilize all available staffing resources to secure replacement caregivers for open shifts.
Ensure continuity of care by minimizing service interruptions whenever possible.
Serve as a backup staffing resource during critical coverage situations.
When qualified caregiver coverage cannot be secured after exhausting all available staffing options, provide temporary direct client care coverage as needed until permanent coverage can be arranged.
Remain calm, professional, and solutions-focused during high-pressure staffing situations.
Prepare and distribute weekly scheduling reports for leadership review.
Maintain scheduling documentation and agency records in accordance with company policies.
Support agency operations and special projects as assigned.
Maintain confidentiality when handling client, caregiver, payroll, and agency information.
Participate in a rotating on-call schedule as assigned by management.
Carry and monitor the agency's shared on-call cellphone during designated on-call periods.
Respond promptly to caregiver call-offs, client concerns, scheduling emergencies, and urgent staffing needs that arise outside of normal business hours.
Assist with securing caregiver coverage for open shifts during evenings, weekends, and holidays when assigned on-call.
This position requires participation in on-call coverage multiple days each week and one weekend during the assigned rotation.
Maintain availability and responsiveness throughout all assigned on-call periods.
Coordinate with caregivers, clients, and office staff to ensure continuity of care and appropriate staffing coverage.
High school diploma or equivalent required.
Previous scheduling, staffing, or administrative experience preferred.
Experience in home healthcare, home care, or healthcare staffing preferred.
Experience using scheduling software required; WellSky experience preferred.
Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Ability to multitask and work effectively in a fast-paced environment.
Strong attention to detail and accuracy.
Excellent customer service skills.
Strong problem-solving and critical-thinking abilities.
Ability to maintain professionalism under pressure.
Proficiency with Microsoft Office and general office technology.
Valid driver's license and reliable transportation.
Ability and willingness to provide temporary direct client care coverage when necessary.
Ability to pass all agency-required background screenings and employment requirements.
Ability to remain calm and solutions-focused during high-pressure situations.
Strong interpersonal and communication skills.
Dependable, punctual, and team-oriented.
Flexible and adaptable to changing schedules and staffing needs.
Ability to build positive relationships with caregivers, clients, and office staff.
Commitment to providing exceptional client service and continuity of care.
In-office position.
Full-time role in a fast-paced home healthcare environment.
Standard business hours with participation in a rotating on-call schedule.
This position requires on-call availability multiple days each week and one weekend during the assigned rotation.
Occasional overtime, early mornings, evenings, weekends, and holidays may be required based on staffing and client care needs.
Must be available to assist with emergency staffing situations when necessary.
Weekly caregiver schedules are completed and distributed by Thursday at 5:00 PM.
Daily schedule audits are completed at the beginning of each business day.
Caregiver pay rates remain accurate and current within WellSky.
Client shifts maintain appropriate staffing coverage.
Scheduling records remain accurate, complete, and compliant.
Communication with caregivers, clients, and office staff is timely and professional.
Agency service interruptions due to staffing issues are minimized through proactive scheduling and coverage efforts.
