Scheduler Front Desk Coordinator
Job Location:
Cedar Park, TX - USA
Monthly Salary:
Posted on:
Vacancies:
Job Summary
Scheduler / Front Desk Coordinator
Department: Operations
Reports To: Owner / VPO
Position Summary
The Scheduler/Front Desk Coordinator is responsible for coordinating caregiver schedules to ensure clients receive consistent quality care while serving as the first point of contact for clients families caregivers and visitors. This position requires excellent communication skills exceptional organization attention to detail and the ability to thrive in a fast-paced environment.
Essential Duties and Responsibilities
Scheduling
Coordinate and maintain caregiver schedules to ensure all client shifts are staffed.
Match caregivers with clients based on skills availability personality and client preferences.
Fill open shifts promptly by contacting available caregivers.
Respond to schedule changes call-offs emergencies and client requests.
Confirm schedules with caregivers and clients as needed.
Maintain accurate scheduling records in the agencys scheduling software.
Monitor overtime and work to maintain staffing within company guidelines.
Communicate schedule updates promptly to caregivers clients and management.
Participate in the on-call scheduling rotation as required.
Front Desk and Administrative Duties
Answer incoming phone calls professionally and direct calls appropriately.
Greet visitors and provide outstanding customer service.
Respond to inquiries from clients families caregivers referral sources and the public.
Monitor office email and route messages appropriately.
Maintain client and employee files in accordance with company policies and HIPAA regulations.
Assist with data entry scanning filing copying and general office support.
Order and maintain office supplies.
Prepare reports and assist with administrative projects as assigned.
Payroll
Collect review and verify caregiver time records for accuracy.
Input all approved hours into the payroll system in a timely and accurate manner.
Ensure all shifts adjustments and exceptions are properly documented and approved prior to payroll processing.
Reconcile scheduling records with time entries to ensure accuracy.
Complete payroll processing according to company deadlines.
Address and resolve payroll discrepancies in coordination with caregivers and management.
Maintain confidentiality and accuracy in all payroll-related documentation and processes.
Customer Service
Build positive relationships with clients families and caregivers.
Address concerns professionally and escalate issues when appropriate.
Maintain confidentiality of all client and employee information.
Represent the agency with professionalism compassion and courtesy.
Qualifications
High school diploma or GED required.
Previous scheduling experience preferably in home care healthcare or staffing.
Front desk or customer service experience preferred.
Proficient in Microsoft Office (Word Excel Outlook).
Experience with home care scheduling software is preferred.
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Ability to remain calm and prioritize during changing situations.
Knowledge of HIPAA and confidentiality requirements preferred.
Required Skills
Excellent customer service
Strong problem-solving abilities
Time management and prioritization
Professional telephone etiquette
Attention to detail
Dependability and reliability
Team-oriented attitude
Ability to work independently
Ability to manage multiple priorities simultaneously
Physical Requirements
Prolonged periods of sitting and computer work.
Ability to use office equipment including computers telephones printers and copiers.
Occasional lifting of office supplies up to 20 pounds.
Work Schedule
Full-time as assigned.
Occasional evenings weekends holidays or on-call coverage may be required.
Performance Expectations
Maintain accurate schedules with minimal staffing gaps.
Demonstrate exceptional customer service to clients families and caregivers.
Maintain confidentiality and professionalism at all times.
Arrive on time and maintain dependable attendance.
Work collaboratively with all members of the management team.
Support the agencys mission of providing compassionate reliable and high-quality home care services.
Required Experience:
IC
About Company
Caregivers needed for Immediate Assignments Now conducting interviews from the comfort of home via video. Do you have compassion for helping our seniors to...
