Scheduling Coordinator

Position Summary

The Scheduling Coordinator ensures our clients receive care by matching and assigning Caregivers. This is completed by using WellSky scheduling technology. Also closely considering Caregiver skills, personality, location, and availability then matching to the client based on compatibility and likelihood for consistency. The Scheduling Coordinator manages and maintains Caregiver availability and time off requests and performs other administrative duties for the agency as needed.

Job Duties

• Coordinates and schedules caregiving services for our clients and caregivers:  fills open shifts, accommodates client/family requests, handles emergency call offs and accommodates caregiver schedules as needed 


• Uses WellSky for all scheduling needs and activity notes including:  conversations, issues or incidents and appropriate notations of all parties involved


• Answers phones, greets visitors, and monitors voicemail messages in a timely manner 


•  Oversees clock-in/clock-out times in WellSky and adjusts, with documentation, as needed for seamless payroll and billing 


• Manages caregiver availability forms, bonus incentive tracking and scheduling caregiver reviews in WellSky 


• Communicates often and as needed with Caregivers and updates their availability in WellSky


• Always provides outstanding customer service to clients and family members, referral sources, other VOSH staff and Caregivers


• Responds to client and caregiver requests for scheduling changes as needed in a timely manner


• Manages and prioritizes multiple calls, requests and incidents based on timeliness of the need and sensitivity to each unique scenario


• Directs client or referral source complaints/concerns to Care Coordinator or Director of Operations when available


• Directs care changes to Care Coordinator in a timely manner and notate in WellSky


• Directs inquiry calls to appropriate sales staff with the ability to manage the call in their absence


• Act in supervisory role to caregivers especially able to troubleshoot and coach during potential HR issues such as call offs, tardiness, etc.


• Ability to coach and train especially in caregiver use of our scheduling technology in WellSky


• Utilizes strong emotional intelligence with the ability to: read caregivers and match client and schedule to them based on what motivates each caregiver and read clients, family members and referral sources to meet their needs while also being realistic to the company demands


• Work with Recruiting Coordinator on coverage or skill areas needed as we grow


• Activates new caregivers in WellSky and meets them during orientation


• Work with Care Coordinator to clearly articulate caregiver training or coaching needs in a timely fashion


• Plans with the team and attends quarterly caregiver trainings and team outings and events


• Occasionally fill in on shifts when needed


• Rotation of night and weekend on call duties is split amongst office staff which includes following our On Call and Scheduling policies and procedures


• Performs other administrative duties as assigned by Supervisors 

Job Requirements 

• High school diploma or GED required 


• Minimum three years of administrative experience and at least one year of experience with scheduling/staffing required; homecare experience preferred


• Minimum one-year hands-on caregiving experience required • Excellent customer service and communication skills required including but not limited to telephone, email and in person


• Outstanding multi-tasker, able to take walk-ins and calls while managing their day to day tasks and schedule needs


• Strong computer skills needed including: proficiency with Microsoft Office, internet and cell phone applications


• Ability to work safely while performing job duties


• Experience with scheduling systems (preferably WellSky/ClearCare)


• High sense of urgency, detail orientation, problem solving skills, and the ability to work well under pressure and meet deadlines is essential


• Current CPR and First Aid certification required


• Current driver’s license and automobile insurance required


• Current negative TB skin test or clear chest x-ray required


• Clear Motor Vehicle Report and background check required 

Salary: $21-$23 paid hourly with overtime opportunities for on call and quarterly bonus opportunity up to $2,500 annually.