Scheduling Coordinator

The Scheduling Coordinator is responsible for ensuring Home Well Care Services' client service hours are appropriately staffed with qualified caregivers while maintaining continuity, reliability, and quality of care. The position proactively manages caregiver schedules, open shifts, call-outs, schedule changes, caregiver availability, and real-time visit activity. The Scheduling Coordinator actively monitors Live View and other scheduling systems throughout the workday to identify and resolve potential service interruptions, communicates promptly with caregivers, clients, families, and the Care Team, and maintains accurate documentation of scheduling activities.

The position also supports caregiver engagement and retention by developing strong working relationships, understanding caregiver availability and preferences, and promoting a positive caregiver experience.

• High school diploma or equivalent required.
• Two years of related scheduling, staffing, customer service, home care, health care, or operations experience preferred.
• Must possess excellent written and verbal communication skills, telephone etiquette, and be able to interact effectively with persons from diverse backgrounds with a strong customer service orientation.
• Must possess exceptional organizational skills, attention to detail, follow-through, and the ability to effectively utilize scheduling, CRM, communication, and other business technologies.
• Able to exercise initiative, problem-solve, prioritize urgent staffing needs, and apply sound judgment in a fast-paced service environment.
• Able to work under pressure, manage multiple competing demands simultaneously, and respond appropriately to time-sensitive scheduling and client service needs.
• Must present a positive and professional business image.
• Must pass a criminal background check.

• Schedule client shifts with eligible caregivers whose knowledge, skills, qualifications, availability, and compatibility match the service needs of the client.
• Review applicable client care plans, service requirements, restrictions, preferences, and critical instructions before assigning or replacing a caregiver.
• Proactively manage open shifts, caregiver call-outs, and last-minute coverage needs with urgency while supporting continuity of care and minimizing unnecessary caregiver changes.
• Communicate new assignments, schedule changes, call-outs, delays, and other service-impacting changes promptly and professionally to caregivers, clients/families, and appropriate members of the Care Team.
• Maintain accurate client schedules, caregiver availability, contact information, assignments, and scheduling documentation in Well Sky and/or other agency-approved systems.
• Actively maintain and monitor Live View throughout the workday, including open shifts, caregiver clock-ins and clock-outs, late arrivals, missed visits, schedule discrepancies, and other conditions that could affect client service.
• Immediately investigate late or missed clock-ins and take appropriate action to confirm caregiver arrival, secure alternate coverage when necessary, communicate with affected parties, document actions taken, and escalated unresolved service concerns.
• Maintain timely, accurate, objective, and complete documentation of scheduling activities, caregiver/client communications, coverage attempts, schedule changes, incidents, and resolutions in agency-approved systems.
• Regularly review completed shift records and identify discrepancies from scheduled hours; communicate payroll, billing, or timekeeping concerns to the appropriate leader for resolution before applicable deadlines.
• Monitor caregiver scheduled hours and potential overtime; obtain or…