Scheduling Coordinator

Job Summary

The Scheduling Coordinator is responsible for coordinating, maintaining, and optimizing caregiver schedules to ensure consistent and reliable care delivery for home healthcare clients. This in-office role manages scheduling for 100+ caregivers using Well Sky, responds to daily scheduling changes, verifies schedule accuracy, maintains caregiver pay rates, and supports agency operations through effective communication and reporting. The Scheduling Coordinator plays a critical role in ensuring all client shifts are staffed appropriately while maintaining compliance with agency standards, payroll accuracy, and client care requirements.

This position participates in a rotating on-call schedule and may be required to provide temporary direct client care coverage during staffing emergencies when all reasonable efforts to secure coverage have been exhausted.

Location:

In-Office.

Employment Type:

Full-Time.

• Create, manage, and maintain daily and weekly schedules for 50+ caregivers using Well Sky.
• Ensure the upcoming week's schedule is completed, reviewed, and published no later than Thursday at 5:00 PM each week.
• Assign caregivers to client cases based on availability, skills, certifications, client preferences, and care needs.
• Monitor caregiver availability, time‑off requests, and scheduling conflicts.
• Ensure all client shifts are appropriately staffed and covered.
• Collaborate with office staff and leadership to anticipate staffing needs and proactively address coverage concerns.
• Assist with caregiver onboarding by supporting initial schedule placement.

• Conduct a comprehensive review of all scheduled shifts at the beginning of each business day.
• Verify all scheduled shifts contain accurate start and end times.
• Confirm caregiver pay rates are correct for every scheduled visit.
• Ensure mileage reimbursement is entered accurately when applicable.
• Verify client notes, authorizations, service instructions, and special scheduling requirements are documented correctly.
• Identify and correct scheduling discrepancies prior to caregiver arrival whenever possible.
• Maintain accurate and up‑to‑date scheduling records within Well Sky.

• Update caregiver pay rates in Well Sky whenever compensation changes occur.
• Ensure all scheduled shifts reflect the most current approved pay rates.
• Maintain accurate compensation information to support payroll processing.
• Communicate with leadership regarding pay rate updates and discrepancies.

• Respond promptly to caregiver call‑offs, emergencies, and last‑minute schedule changes.
• Communicate schedule updates clearly and professionally with caregivers through phone calls, text messages, and system notifications.
• Utilize all available staffing resources to secure replacement caregivers for open shifts.
• Ensure continuity of care by minimizing service interruptions whenever possible.
• Serve as a backup staffing resource during critical coverage situations.
• When qualified caregiver coverage cannot be secured after exhausting all available staffing options, provide temporary direct client care coverage as needed until permanent coverage can be arranged.
• Remain calm, professional, and solutions‑focused during high‑pressure staffing situations.

• Prepare and distribute weekly scheduling reports for leadership review.
• Maintain scheduling documentation and agency records in accordance with company policies.
• Support agency operations and special projects as assigned.
• Maintain confidentiality when handling client, caregiver, payroll, and agency information.

• Participate in a rotating on‑call schedule as assigned by management.
• Carry and monitor the agency's shared on‑call cellphone during designated on‑call periods.
• Respond promptly to caregiver call‑offs, client concerns, scheduling emergencies, and urgent staffing needs that arise outside of normal business hours.
• Assist with securing caregiver coverage for open shifts during evenings, weekends, and holidays when assigned on‑call.
• This position requires participation in on‑call coverage…