Scheduling Coordinator Home Care

Job Details

Description

Job Responsibilities

Scheduling & Coverage (Primary Function)

• Monitor open shifts, dashboard alerts, and overnight call-offs beginning at 8:30 AM.
• Schedule caregivers to meet the needs of clients.
• Staff open shifts using a structured approach:
• Review caregivers already assigned to the case.
• Check previously scheduled caregivers for availability.
• Determine if a visit can be moved (if clinically appropriate).
• Send offers and begin direct calling after 15 minutes if shifts remain open.
• Launch new cases by obtaining visit requirements from the Nurse Case Manager, verifying authorizations, building schedules, and assigning caregivers.
• Notify all relevant parties of schedule updates including CP, client, and NCM.
• Manage overtime risk while ensuring continuity of care.
  

• Answer incoming calls, emails, and messages with urgency, professionalism, and empathy.
• Troubleshoot scheduling issues, care concerns, and service disruptions.
• Ensure complaints regarding scheduling are addressed and resolved promptly.
• Provide service recovery by acknowledging concerns, correcting issues, and following up.
• Protect client privacy and comply with agency confidentiality policies.
  
  

• Update EMR system with schedule changes and visit authorizations.
• Verify visit accuracy and clear EVV exceptions throughout the day.
• Update schedules in real time to prevent missed visits.
• Record call-offs, refusals, and schedule adjustments thoroughly.
• Maintain accurate visit, authorization, and caregiver assignment data.
  
  

• Review and resolve payroll concerns such as missing punches or EVV discrepancies.
• Correct billing issues including authorization use, visit codes, and timing issues.
• Ensure all visit documentation is complete and ready for weekly processing.
  
  

• Maintain confidentiality of client care information and personnel information.
• Follow all agency policies regarding scheduling, EVV, documentation, and communication standards.
• Escalate unusual incidents, client concerns, or potential risks to the Administrator or NCM when necessary.
  
  

• Communicate with team members across different departments to effectively coordinate client care.
• Communicate daily with Nurse Case Managers and Care Liaisons regarding changes in client needs, new cases, or staffing challenges.
• Support intake by assisting with initial scheduling for new clients.
• Collaborate with on-call staff to ensure smooth transitions and coverage continuity.
• Attend internal meetings to discuss client needs.
• Participate in the on-call scheduling rotation.
• Perform other duties as assigned.
  
  

• One year minimum of home care scheduling experience.
• Great customer service and communication skills.
• Exceptional organizational and time management skills.
• Ability to work well in a fast-paced setting.
• Ability to handle multiple projects and changing priorities.