Private Duty Scheduler

Job Description - Scheduler

Companion at Home

SUPERVISOR:  Care Coordinator

FLSA STATUS:  Non - exempt

SUMMARY:  Responsible for managing all aspects of the schedule for clients & caregivers. Responsible for making sure all caregivers are up to date with their training & certifications that keep them an active employee according to state regulations. Responsible for assisting the Care Coordinator & Administrator with any additional office tasks that are needed. 

RESPONSIBILITIES TO INCLUDE:

Communication Skills: 

This is the ability to appropriately and continually stay in contact with all caregivers, clients and their families so that staffing needs are being maintained, ensured & all expectations are met. This includes:

1. 
   

   Build trusting relationships & provide great customer service

   
   
   
   
   1. 
      

      Caregivers, clients & their families want to know you care. We expect you to build positive & joyful relationships through constant contact and good listening skills. Building trust is the goal. 

      
      
   
   
   2. 
      

      No negative opinions should ever be formed based on how we speak with employees, families, or clients. We want them to get off the phone and say, “Wow, that was one of the most positive, caring and compassionate people I have spoken with in a long time.” 

      
      
   
   
   3. 
      

      Great customer service: answering the phone promptly, with a smile, saying the company name, your name, how may I help you, getting back with people promptly, etc. 

      
      
   
   
   
   


2. 
   

   Client’s Schedules  

   
   
   
   
   1. 
      

      Fill all open shifts with the most qualified and properly matched caregiver available. 

      
      
   
   
   2. 
      

      Keep the schedule consistent for the client by utilizing the same caregiver when possible. 

      
      
   
   
   3. 
      

      Be forward thinking and schedule as far into the future as possible. 

      
      
   
   
   4. 
      

      Notify all clients and/or their family members when there is a change to their scheduled time or caregiver. Do not just leave a voicemail and consider it done. Call until you have reached someone. 

      
      
   
   
   5. 
      

      Make every attempt to fill all open shifts. Notify the Care Coordinator when there is no staff available to cover. 

      
      
   
   
   
   


3. 
   

   Caregiver’s Schedules

   
   
   
   
   1. 
      

      Accurately records and updates what each caregiver is needing in terms of weekly hours, daily availability and weekly availability. Then works schedules to meet each caregiver's needs as closely as possible. 

      
      
   
   
   2. 
      

      Be forward thinking and schedule as far into the future as possible. 

      
      
   
   
   3. 
      

      Notify all caregivers as soon as possible if there is any change to their schedule. Makes every attempt to reschedule caregivers on another shift so they are not without hours. 

      
      
   
   
   4. 
      

      Continually reach out to available staff using both our software program, text and phone calls. 

      
      
   
   
   
   


4. 
   

   Constant contact with Care Coordinator 

   
   
   
   
   1. 
      

      Inability to cover open shifts

      
      
   
   
   2. 
      

      Staffing shortages in certain areas or with certain skills 

      
      
   
   
   3. 
      

      Any complaints, issues, problems or potential problems noticed or heard from caregivers, clients and family members. 

      
      
   
   
   4. 
      

      Any idea, thought, or program implementation that you think would help the company move forward. 

      
      
   
   
   
   

Computer & Phone Skills: 

The ability to speak on the phone & document all scheduling tasks and conversations with caregivers, clients and family members accurately and efficiently in the software system for tracking. This includes:

1. 
   

   Answering all telephone calls and texts with a smile, kindness, compassion and good listening skills. Everyone should hear those characteristics in your voice, regardless of how your day or week is going. 

   
   


2. 
   

   Documenting all conversations with appropriate tags in our software system. 

   
   


3. 
   

   Documenting any follow up or assignments to appropriate staff within our software system. 

   
   


4. 
   

   Learning & being efficient with our software system features for efficient scheduling and communication. 

   
   


5. 
   

   Schedulers will be part of the “On-Call Team” that requires members to be on call every 3-4 weeks depending on team size. 

   
   

Professionalism & Attitude:

1. 
   

   Adhere to dress code at all times. 

   
   


2. 
   

   Positive, enthusiastic, and passionate attitude.

   
   


3. 
   

   Being a team player that finds ways to help others and help the company get better and enhance the positive culture we have in place. 

   
   


4. 
   

   Dependable. Be on time and ready to work when you arrive. Following time-off policies and procedures. 

   
   

Office Responsibilities:

Assist Care Coordinator with activities that might be needed in the office once all scheduling is completed. This includes:

1. 
   

   Planning for training, in-services, or other functions

   
   


2. 
   

   Maintaining & updating caregiver certifications

   
   


3. 
   

   Scanning, uploading, or filing documents 

   
   


4. 
   

   Sending, receiving, sorting of mail 

   
   


5. 
   

   Monitoring all to-do tasks and follow ups in the software system

   
   

STANDARDS / BENCHMARKS:

1. 
   

   Human Relations

   
   


2. 
   

   Job Skills

   
   


3. 
   

   Work Quality

   
   


4. 
   

   Responsibility

   
   


5. 
   

   Attitude

   
   


6. 
   

   Initiative

   
   


7. 
   

   Works Independently

   
   


8. 
   

   Communication Skills

   
   


9. 
   

   Stress Tolerance

   
   


10. 
    

    Attendance

    
    


11. 
    

    General Appearance

    
    


12. 
    

    Dependability

    
    


13. 
    

    Follows Company Policy

    
    


14. 
    

    Timely Documentation 

    
    

The above statements are only meant to be a representative summary of the essential job duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job related tasks other than those stated in this description. 

POSITION QUALIFICATIONS:

1. 
   

   Must be 18 years of age with high school diploma or equivalent; Associate’s Degree preferred.

   
   


2. 
   

   Has amazing communication skills to be used daily with team members and clients. 

   
   


3. 
   

   Has great computer skills and telephone skills.

   
   


4. 
   

   Has good problem-solving abilities and creativity. 

   
   


5. 
   

   Has leadership qualities. 

   
   


6. 
   

   Possesses and maintains good physical stamina and mental health.  Presents a pre-employment physician's health clearance, including negative TB skin tests or CXR and other tests as required by specific state statute.

   
   


7. 
   

   Has the ability to read, follow written instructions, and document services provided.

   
   


8. 
   

   Has empathy for the needs of the ill, injured, frail and impaired.

   
   


9. 
   

   Is self-directed with the ability to work with little direct supervision.

   
   


10. 
    

    Is flexible and cooperative in fulfilling role obligations.

    
    


11. 
    

    Demonstrates tact, patience and good personal hygiene.

    
    


12. 
    

    Must be a licensed driver with an automobile that is insured in accordance with state and organization requirements and is in good working order.  OR Must maintain a safe and efficient method of transportation aimed at arriving to work as scheduled.

    
    

PHYSICAL DEMANDS:

The physical demands described are those needed for an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

The employee is regularly required to sit at desk or in meetings for long periods of time; to stand, walk, climb, stoop, and kneel, for two to five minutes intermittently throughout the day; to use hands and fingers, and handle and feel objects such as patients supplies or office equipment; to drive to and from appointments; to reach with hands and arms; to lift, carry, push and pull 10 - 20 lbs. intermittently; to talk; to hear; and to have clarity of vision at 20 inches or less and at 20 feet or more with the ability to adjust focus in order to read and write reports and to drive safely.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  

The employee may occasionally be exposed to noise or vibrations while  working with office equipment and will rarely be exposed to electric shock, radiation, toxic waste, fumes, odors, dust, contagious disease, bloodborne pathogens, animals, or pests while performing duties.