Care Specialist Scheduler

At Silver Care LLC, our mission is to provide safe and cost-effective services to seniors that ensure quality and client satisfaction. Silver Care LLC is family-owned and operated to provide the very best home health care service to Hampton Roads and Southampton County in the State of Virginia. High-quality service is the cornerstone of our business. We know your first priority when choosing a home healthcare provider is finding someone you can trust and rely on.

Someone who will care for your loved one as you would, and as we would our own.

Job Description – Care Specialist (Scheduler)

Position Title

Care Specialist (Scheduler)

Reports To:
Administrator and Director of Operations

Employment Status

Position Summary

The Care Specialist serves as the primary scheduler and care coordinator for an assigned caseload of clients and caregivers. This position is responsible for ensuring that client care is appropriately staffed, schedules are maintained, and both employees and clients receive exceptional customer service. The Care Specialist works closely with clients, families, referral sources, and caregivers to ensure continuity of care and support Silver Care's mission to provide compassionate, dependable, and high-quality home care services.

This position requires excellent communication, organizational, and critical-thinking skills, and the ability to work in a fast-paced environment while maintaining professionalism and confidentiality.

Scheduling and Staffing

• Manage an assigned caseload of clients and caregivers.
• Schedule caregiver shifts based on client needs, care plans, availability, and geographic location.
• Fill all open shifts promptly to ensure uninterrupted client care.
• Coordinate same-day call-offs and emergency staffing needs.
• Maintain accurate daily, weekly, and monthly schedules.
• Confirm caregiver schedules and client services daily.
• Monitor overtime and scheduling efficiencies.
• Participate in the on‑call rotation, including evenings, weekends, and holidays as assigned.

Client Care Coordination

• Serve as the primary point of contact for assigned clients and families.
• Develop positive working relationships with clients and caregivers.
• Communicate changes in schedules promptly.
• Coordinate new client admissions and service start dates.
• Report client concerns, hospitalizations, falls, or changes in condition to nursing staff and leadership.
• Conduct client satisfaction calls and follow‑up as assigned.
• Assist with coordinating reassessments and supervisory visits.

Employee Support

• Maintain regular communication with caregivers regarding schedules and assignments.
• Assist caregivers with questions regarding client care plans and scheduling.
• Encourage accountability, professionalism, and adherence to company policies.
• Address attendance issues and notify leadership of repeated concerns.
• Assist with onboarding new caregivers into scheduling systems.

Administrative Responsibilities

• Maintain accurate client and employee records in the scheduling software.
• Verify electronic visit verification (EVV), timekeeping, and documentation.
• Assist with payroll verification by reviewing caregiver hours.
• Review schedules for authorization compliance.
• Maintain confidentiality of all client and employee information.
• Answer incoming telephone calls and assist office visitors professionally.
• Complete assigned administrative projects and reports.

Communication

• Communicate professionally with:
  • Clients
• Family members
• Caregivers
• Medicaid case managers
• Senior Services representatives
• Physicians and healthcare professionals
• Escalate urgent concerns to the Administrator or Director of Operations immediately.

Required Qualifications

• High School Diploma or GED required.
• Associate degree in Healthcare Administration,…