Scheduling Coordinator

Job Title: Scheduling Coordinator

Department: Home Care

Supervisor: Director Companions & Homemakers/Clinical Director Home Care

Job Objective:

Ensures that all scheduling activities across both the Medical Home Care Department (nursing PT OT ST MSW HHA) and the Non-Medical Home Care Department (private duty private pay companions/HHA) are completed accurately consistently and in a timely manner. This position works closely with schedulers clinicians and leadership to support smooth daily operations resolve scheduling conflicts and maintain compliance. While not a supervisory role the Scheduling Coordinator provides oversight and acts as the central point of accountability for scheduling processes.

Minimum Qualifications:

Education: High school diploma. Associates degree or healthcare coursework preferred.

Experience: 2 years of experience in scheduling healthcare operations or home care

Licensure: N/A

Knowledge Skills and Abilities:

1. Proficiency in Microsoft Excel EMR systems (MatrixCare preferred) and scheduling software.
2. Must have strong organizational skills with attention to detail
3. Detail-oriented and highly accountable
4. Strong problem-solving skills
5. Professional and approachable communicator
6. Works well independently but also as part of a team
7. Flexible and adaptable to daily changes
8. Commitment to participate in the on-call rotation

Essential Job Functions:

Oversight & Accuracy

1. Monitor daily schedules for both Medical and Non-Medical Home Care to ensure all patient visits are staffed and confirmed.
2. Audit schedules for accuracy in patient assignments visit frequency and documentation.
3. Ongoing follow-up with schedulers to resolve missed incomplete or incorrect entries.

Communication & Coordination

1. Serve as a liaison between schedulers clinicians and leadership to anticipate and resolve scheduling issues.
2. Escalate gaps conflicts or staffing shortages to management in a timely manner.
3. Support clinicians with scheduling-related questions and ensure patients/families receive timely updates.

Compliance & Reporting

1. Ensure scheduling aligns with regulatory requirements (e.g. visit frequencies reassessments SOC/ROC dates).
2. Assist with reports for census staffing and scheduling accuracy.
3. Help track on-call and weekend scheduling coverage.

Support Functions

1. Participate in scheduling department workflow improvement projects.
2. Provide backup scheduling support during high-volume or emergency situations.
3. Contribute to orientation/training of new schedulers.
4. Other related duties as assigned.

Physical and Mental Requirements:

1. Ability to sit or stand for long periods of time.
2. Ability to demonstrate excellent communication skills.
3. Ability to collaborate across departments.
4. Ability to manage competing priorities in a fast-paced environment.
5. Able to hear sounds within some background of noise as in answering the phone intercom etc.
6. Visual acuity to see computers and read printed documents.
7. Ability to use company software and equipment to accomplish electronic tasks.
8. Ability to concentrate on fine details with interruptions.
9. Ability to attend tasks/functions for more than 60 minutes at a time.
10. Ability to understand and relate to the reasons behind several related concepts.
11. Ability to remember multiple tasks /assignments given to self and others over long periods of time.
12. Ability to perform gross body coordination such as walking stooping filing etc.
13. Ability to perform tasks which require hand eye coordination such as keyboard skills writing or picking up paper.

Environmental Conditions:

1. Rare exposure to blood body tissue or fluids.
2. Possible exposure to high/low temperatures.

This job description is not designed to cover or contain every possible listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Required Experience:

IC