Staffing Coordinator

Title of Immediate Supervisor: Director of Nursing
Risk of Exposure to Bloodborne Pathogens: Limited

Full Time: 32 hours Mon-Fri 8am-4pm (Tue, Wed, or Thu off) 

Position Summary

The Staffing Coordinator is responsible for coordinating client care schedules, supporting field staff, and maintaining accurate scheduling records. This position requires strong organization, clear communication, flexibility, and the ability to problem solve in a fast-paced home care environment.

The Staffing Coordinator plays an important role in helping ensure clients receive consistent and appropriate care while supporting communication between clients, families, field staff, office staff, referral sources, and case managers.

Duties of Position

• Follow Prime Home Health and Companion Care policies and procedures when scheduling client care.
• Maintain positive, professional, and supportive relationships with field and office staff.
• Coordinate client visits and maintain accurate scheduling records.
• Monitor and follow up on schedule changes, open shifts, call outs, and incidents.
• Communicate schedule changes, staffing updates, and client concerns in a timely and professional manner to appropriate office staff, field staff, referral sources, case managers, clients, and client families.
• Support continuity of care by working to fill shifts with qualified and appropriate staff based on client needs, staff availability, and company requirements.

Position Responsibilities

• Utilize Prime’s philosophy when considering and managing client schedules.
• Assist with taking, confirming, and entering referrals into the scheduling system.
• Maintain a current client roster with necessary demographics, authorizations, schedules, and client-specific information.
• Ensure all new clients have an initial RN visit to develop a Plan of Care, or to review and confirm a Plan of Care created by the referral source.
• Review and follow up on open or unscheduled shifts, staff call outs, and schedule changes.
• Contact clients, client families, referral sources, case managers, and necessary office and field staff when there is a change to the client schedule or client status.
• Ensure all communication, contacts, and follow-up actions are clearly documented in the appropriate notes.
• Ensure schedule changes are accurately updated in the client’s schedule.
• Document, report, and follow up as directed by a supervisor on reportable incidents, including but not limited to abuse, neglect, fraud, medical or mental health incidents, hospitalizations, emergency room visits, and worker’s compensation injuries.
• Confirm weekly schedules for payroll and follow up on any undocumented, incomplete, or unclear shifts.
• For ASAP clients, ensure schedule changes are reported to the appropriate Client Service Department during the first and last week of every month, or as otherwise required.
• Complete paper schedule change forms when required by specific ASAPs or referral sources.
• Work collaboratively with the Director of Nursing, office staff, field staff, and other members of the care team to support client care and daily operations.
• Participate in trainings, meetings, and in-services as required.

Why This Role Matters

The Staffing Coordinator is an important part of daily operations and client care. Strong scheduling, accurate documentation, and timely communication help create stability for clients, families, field staff, and the agency as a whole. This role supports the team by helping ensure that care is coordinated, schedules are maintained, and concerns are addressed promptly and professionally.

Job Conditions

• This position may be stressful due to deadlines, changing schedules, call outs, and client needs.
• Regular and reliable attendance is required.
• This is primarily an office-based position involving frequent sitting, standing, walking, telephone use, computer use, and written communication.
• Frequent communication with clients, families, staff, and referral sources is required.
• Occasional travel may be required for local, out-of-town, or state meetings, trainings, seminars, or conferences.
• Minimal lifting of office records, files, or printed materials may be required.
• Must be able to read standard office documents and computer screens.
• Must be able to hear adequately on the telephone, with reasonable accommodation if needed.
• Must be able to communicate professionally in English, both verbally and in writing.

Equipment Operation

This position requires the ability to use standard office equipment and systems, including but not limited to:

• Computer/PC
• Scheduling software
• Microsoft Office programs
• Calculator
• Multi-line telephone
• Cellular phone
• Printer, copier, scanner, and other related office equipment

Qualifications

• High school diploma or equivalent required.
• Experience in home health care, home care scheduling, staffing coordination, or a related healthcare setting preferred.
• Experience with Microsoft Office programs required.
• Strong organizational and time management skills.
• Ability to multitask and manage changing priorities.
• Professional and polite telephone manner.
• Strong verbal and written communication skills.
• Ability to problem solve and remain calm under pressure.
• Dependable, flexible, and able to work as part of a team.
• Ability to maintain confidentiality and follow company policies and procedures.
• Must successfully pass a criminal background check and meet all other company hiring requirements.