Experienced Scheduler
Position Summary
Seeking an experienced, dependable, and highly organized Home Care/ Home Medical Scheduler to coordinate staffing and help ensure reliable care for our clients throughout the Greater New Orleans area.
The Scheduler is responsible for maintaining complete shift coverage, managing schedule changes, responding promptly to call-outs, and communicating professionally with clients, families, employees, and office leadership.
This is a fast-paced position requiring urgency, strong judgment, accountability, and the ability to resolve staffing issues before they result in missed or unstaffed shifts. The ideal candidate understands that successful scheduling is not simply entering names into a calendar—it is building dependable client-care teams and protecting continuity of care long-term.
Work Schedule
- Monday through Friday
- 9 a.m.– 5 p.m.
- Every-other-week on-call rotation for after-hours staffing needs Required
- Additional compensation provided for each on-call rotation
- Must be available to respond promptly to urgent calls and scheduling issues while assigned to on-call duty
Primary Responsibilities
- Develop and maintain accurate employee schedules based on client care plans, authorized service hours, availability, location, and compatibility.
- Ensure all scheduled client shifts are staffed daily, weekly, monthly.
- Actively work to fill open shifts, new client schedules, call-outs, and last-minute coverage needs.
- Review the schedule throughout the day and proactively address upcoming coverage concerns.
- Communicate schedule assignments, changes, expectations, and client-specific requirements clearly to employees.
- Notify clients and families promptly and professionally via phone call and text when a schedule or employee change occurs.
- Maintain a current understanding of employee availability, preferred service areas, skills, transportation limitations, and client compatibility.
- Coordinate closely with recruitment, care management and leadership to identify immediate and projected employee hiring needs.
- Assign newly hired employees to available shifts.
- Build stable client-care teams to improve shift coverage consistency and reduce unnecessary schedule changes.
- Track caregiver attendance, tardiness, call-outs, refusals, availability changes, and reliability concerns and report weekly at staff meetings.
- Address attendance and scheduling problems promptly and escalate recurring performance concerns to management.
- Confirm that employees understand their assignments and requirements for each client.
- Monitor clock-in and clock-out activity and promptly investigate missed or incorrect entries to verify shifts accurately for billing.
- Document all scheduling communications, incidents, call-outs, replacements, and concerns in database and report injuries and illnesses to appropriate management immediately for documentation and or correction.
- Maintain accurate information in the company’s scheduling and electronic visit verification systems.
- Support the timely start of care for new clients by creating and filling schedules based on approved service needs.
- Participate in daily scheduling reviews and communicate staffing risks, open shifts, and unresolved concerns to leadership.
- Follow HIPAA, confidentiality, company policy, and professional communication and customer service standards.
- *Required* Participate in the every-other-week after-hours on-call rotation.
On-Call Responsibilities
During the assigned on-call week, the Scheduler will:
- Receive and respond to after-hours and holiday call-outs and urgent scheduling concerns.
- Locate appropriate replacement employees when coverage is required.
- Communicate significant changes to clients, families, employees, and care management.
- Document all after-hours calls, actions taken, schedule changes, and unresolved concerns.
- Escalate client-safety issues, emergencies, and repeated staffing problems according to company protocol.
- Provide a complete handoff to the office team on the following business day.
Required Qualifications
- Minimum of one to two years of direct scheduling or staffing experience in home care, personal care, home health, hospice, closely related healthcare or related scheduling setting.
- Experience managing call-outs, open shifts, schedule changes, and urgent after-hours coverage.
- Demonstrated ability to manage a high-volume and constantly changing schedule.
- Strong telephone, written communication, customer-service, and conflict-resolution skills.
- Excellent organization, follow-through, time management, and attention to detail.
- Ability to remain calm, professional, and solution-focused in fast paced environment.
- Comfortable enforcing attendance, availability, and scheduling expectations.
- Proficiency with scheduling software, electronic visit verification systems, email, Microsoft Office, general office technology and office administration.
- Dependable internet and telephone access during assigned on-call rotations.
- High school diploma or equivalent required.
Preferred Qualifications, but will take into consideration other outlets of scheduling:
- Two or more years of scheduling experience. (Must provide detailed information at interview if contacted.)
- Familiarity with medical software.
- Knowledge of the Greater New Orleans area.
- Previous supervisory experience.
What Success Looks Like
The successful Scheduler will:
- Keep unstaffed and missed shifts to an absolute minimum.
- Respond quickly to call-outs and schedule changes.
- Communicate concerns before they become emergencies.
- Maintain accurate schedules and documentation.
- Hold employees accountable to their committed availability and assignments.
- Work collaboratively with all other administrative departments.
- Demonstrate ownership of staffing outcomes from assignment through shift completion.
Compensation and Benefits
- Competitive hourly pay based on experience, be prepared to voice your hourly or annual compensation expectation if selected for an interview.
- Additional compensation for every-other-week on-call rotation
- Medical, dental, and vision insurance benefits available with employer contribution
- Paid time off
- Holiday pay when applicable
Pay: From $47,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Availability: Are you available to work on weekends, nights, or cover emergency last-minute shift changes?
- Crisis Management: How do you handle a situation when an employee calls in sick ten minutes before their shift starts?
- Software Skills: What scheduling software programs have you used before?
- Multitasking: How do you stay organized when juggling phone calls from clients, employees at the same time?
- Communication: What steps do you take to clearly update and communicate a sudden change in scheduling?
Experience:
- scheduling: 2 years (Preferred)
Work Location: In person
